Depots-Dtt: Maintenance of Fire Protection Equipment

RFQ 16/116/EC

DEPOTS-DTT: MAINTENANCE OF FIRE PROTECTION EQUIPMENT

Advert /Publish Date / 10 Nov 2016
Availability of Documents /
Compulsory Site Inspections / Yes
Briefing Session
Closing Date / 24 Nov 2016
Closing Time / 11h00 AM

BIDDER’S FULL LEGAL NAME

Please indicate whether this is the original or a copy by ticking the applicable block.

ORIGINAL / COPY NUMBER / OF 4

ACRONYMS

ACCRONYMS / DESCRIPTION
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

259 Govan Mbeki Ave

Port Elizabeth

6000

PO Box 707

Port Elizabeth

6000

Tel: - (041) 508 4373

Fax: 041 508 4036

Email:>

RFQ NO:RFQ 16/116/EC

DESCRIPTION:MAINTENANCE OF FIRE PROTECTION EQUIPMENT

CLOSING DATE:24 Nov 2016at 11:00AM

Dear Sir /Madam

REQUEST FOR PROPOSAL

You are hereby invited to submit proposals for the provision of Maintenance of fire protection equipment at South African Post Office Limited owned and leased buildings in the various areas within Eastern Cape Regionfor a period of three (3) years.

Your proposal should be addressed as follows:

Procurement (Supply Chain Management)

South African Post Office Limited

259 Govan Mbeki Ave

Port Elizabeth

6000

Attention: Hans Van Loggerenberg: (Procurement)

The tender box is accessible to the public 12 hours per day, 6 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.

The details for compulsory site inspection and briefing session are as follows:

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MAINTENANCE OF FIRE PROTECTION EQUPMENTPage 1

MAINTENANCE OF FIRE PROTECTION EQUIPMENT

COMPULSORY SITE INSPECTION

Date:……………………
Time:……………………
Date:………………
Time:……………..

VOLUNTARY SITE INSPECTIONS

BRIEFING SESSIONS

DATE AND TIME / PHYSICALL ADDRESS
Eastern Cape
Not Applicable

All enquiries shall be addressed, in writing, to the attention of the above-mentioned South African Post Office official.

Yours sincerely

ZAKHE NGQOBE

GM: STRATEGIC SOURCING

SCOPE OF SUPPLY AND SPECIFIC INSTRUCTIONS

1. BACKGROUND

1.1.The SAPO Limited requires a bidder/s to provide Maintenance of fire protection equipmentat SAPO owned and leased buildings at Eastern Cape.

1.2.The services are required at various (SAPO) offices, warehouses, mail centres and post offices where identified.

1. OBJECTIVES

2.1To appoint a service provider/s for the provision of Maintenance of fire protection equipment in the various areas within a region for a period of three (3) years.

2.2To promote local enterprises within a specific region.

2.3To 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.

1. DESCRIPTION OF SERVICE

To appoint a service provider/s for the provision of Maintenance of fire protection equipmentat SAPO owned and leased buildings in various areas within Northern region for a period of three (3) years.

1. POINTS OF DELIVERY OF SERVICES

Province
SAPO Region name
Sites

1. Depots in the Eastern Cape as per specifications

Brief property description (type and number of buildings, and their use)
Total property size
Contact Details of site manager / supervisor
Name and physical address of building

(Number of fire extinguishers to be confirmed by bidder on-site inspections)

BUILDING / ADDRESS
Post Office Depots / As per specifications

1. PRICE BASIS

5.1Bidders shall take into account that the SAPO total requirements may not be allocated to only one bidder.

5.2Bidders shall quote prices in South African Rand and Value Added Tax shall be excluded and shown separately.

5.3Bidders shall quote on the basis indicated in the Pricing Scheduleand as stated in the Proposal Questionnaire.

5.4SAPO 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.

5.5Pricing of goods and services must be linked to the specifications.

5.6Bidders must indicate what portion of the total price will be allocated to each member of the JV or Consortium where a Bidder is constituted of more than one member.

5.7Where figures are referred to in numerals and in words and there is a conflict between the two, the words will prevail.

5.8The successful bidder shall commit to the programme of continuous improvement, which will result in cost-efficiencies during the currency of the relationship.

5.9Bidders 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 quoted.

6.PAYMENT

Service Provider shall supply the Post Office with a monthly tax invoice and a schedule setting out the Services performed.

1. DISCOUNT

Bidders shall, as requested in clause 2 of the Proposal Questionnaire, indicate whether they offer any discounts.

1. PROPOSAL DOCUMENTS

8.1Bidders 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.

8.2No 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.

8.3Proposal 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.

8.4All documents and correspondence must be in English.

8.5Proposals must be compiled in the following manner:

8.5.1One (1) original proposal (marked ‘original’) must be submitted.

8.5.2four (4) copies of the proposal (marked ‘copy’) must be submitted;

8.5.3Loose-leaf (not bound) proposal will not be accepted.

8.5.4if 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;

8.5.5all 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:

8.6.1Name of bidder;

8.6.2Description of proposal;

8.6.3RFP number;

8.6.4Closing date and time;

8.6.5Name of person for whose attention the proposal is intended; and

8.6.6The name and address of the Bidder must be written on the reverse side of the proposal/envelope.

1. 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 Details
Hans vanLoggerenberg
(Procurement Specialist) / South African Post Office Limited
Supply Chain Management
259 Govan Mbeki Ave
Port Elizabeth
6000. / (041) 508 4373.
(041) 508 4036

1. CLARIFICATIONS

10.1Bidders are encouraged to submit clarification questions to the specification, in writing to SAPO Officials mentioned above not later than 10h00 on 21 Nov 2016. No further questions will be entertained after this period.

10.2The SAPO will respond in writing to queries and distribute to all bidders within five (5) days after receipt of questions.

10.3Oral 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.

10.4SAPO accepts no responsibility for the failure of any bidder not receiving notifications or correspondence relating to this Request for Quotation (RFQ).

1. 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 beonehundred and twenty (120) days 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.

1. 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.

1. CONDITIONS OF BID

13.1The 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.

13.1.2That fails the Gate Keeping Criteria.

13.1.3That fails to comply with the specification.

13.1.4That contains any information that is found to be incorrect or misleading in anyway.

13.1.5That fails to submit the correct number of copies and in the correct format.

13.1.6Such 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.

13.2The South African Post Office Limited reserves the right:

13.2.1Not to award or cancel this RFQ at any time and shall not be bound to accept the lowest or any bid.

13.2.2To 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.

13.2.3To accept part of a bid rather than the whole bid.

13.2.4To 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.

13.2.5To split the award of the bid between two or more Bidders.

13.2.6To 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.

13.2.7To 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.

13.2.8To award the contract to a Bidder whose bid was not the lowest in price?

13.2.9To 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.

13.3Minimum 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.

13.4No 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.

13.5In 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 Pages 39 must reside within the Bidding Entity.

Note: Bidders are not allowed to sub-contract more than 25% of the scope of services.

13.6Samples

13.6.1South 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.

1. BLACK ECONOMIC EMPOWERMENT (BEE)

Bidders with low BEE credentials are encouraged to enter into meaningful business relationship (e.g. JV’s) with BEE companies.

1. 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.

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MAINTENANCE OF FIRE PROTECTION EQUPMENTPage 1

SPECIAL CONDITIONS TO BID

1.1Bid Submission Requirements

1.Bidders are required to submit their proposals per area/s within a region and clearly and accurately specify the area/s within a region for which they are bidding, in their bid responses. Bids that do not indicate the area/s, will be deemed non-responsive and their proposals will be rejected

2.SAPO reserves the right to award multiple areas within a region to a single bidder.

1.2Compulsory Site Inspections per site, in an area within the region

1.Compulsory site inspections will be conducted at each applicable SAPO building within the area/s that they are bidding for. A list of the buildings and their address details per area are included in the bid documents. An attendance register will be maintained per building, per site inspection and will be used as proof of attendance.

2.Bidders who fail to attend and sign the attendance registers for compulsory site inspections will not meet the gate keeping criteria and their bid responses will not be evaluated further.

1.3Enterprise Development

1.SAPO intends promoting EME’s through this bid.

2.In the event that a bidder is NOT an EME:

1.3.2.1Non EME bidders must submit a detailed Enterprise Development (ED) plan, which will form part of the contractual agreement of the successful bidder and will include the following elements:

1.3.2.1.1Identifying and profiling the selected majority black owned EME’s

1.3.2.1.2Training and mentoring to be provided

1.3.2.1.3Jobs to be created through commitment to the selected EME(s)

1.3.2.1.4Financial support (cash flow, accounting procedures, etc.)

1.3.2.1.5Process enhancement and capacity increase.

1.4Physical Location of Bidder within Region of Service Requirements

1.This bid is limited to bidders who are physically located in the region in which they are bidding.

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:

4.4.2.1Municipal account,

4.4.2.2A current lease agreement, or

4.4.2.3Proof of Physical Address from the Tribal Authority

1.5Legislative Requirements

1.The service provider will be responsible for the provision of maintenance of fire equipment in accordance with these specifications, applicable legislation and regulations and industry standards.

2.The service provider must to comply in full with all legislative requirements relating to the provision of maintenance of fire services.

3.The workmanship under this contract must be in compliance with applicable S.A.B.S. standards, the Occupational Health and Safety Act. 85 of 1993 and Fire Department and Local Authority By-Law’s.

4.The bidder must be registered for specialist “fire prevention works” with the Construction Industry Development Board (CIDB). The minimum grading and classification is Grade 1 SF.

5.It is further preferred that the bidder is registered with the Fire Fighting Equipment Traders Association (FFETA). Valid proof of registration should be attached to the bid response.

6.The bidder’s procedures for the procurement, storage, handling, transporting, application and general use of chemicals, equipment and tools must comply with applicable fire protection equipment maintenance legislation, regulations, and minimum industry standards, the latter set out in the next section.

4.3Industry Standards

4.3.1Inspections and service requirements for extinguishers, hose reels and hydrants, as per these specifications, should take account of at least the below mentioned standards, as they apply to each equipment type:

4.3.1.1SANS 1475 – Part 1 & 2

4.3.1.2 SANS 10105 – Part

4.3.1.3 SANS 543

4.3.1.4 SANS 1128 - 1

4.3.1.5 SANS 1151

4.3.1.6 SANS 1322

4.3.1.7 SANS 1567

4.3.1.8 SANS 1825

4.3.1.9 SANS 1910

4.3.1.10SANS 10019

4.3.1.11SANS10400 - T

4.3.1.12SANS 10400 - W

4.3.1.13OSH Act 85 of 1993 (Pressure Equipment Regulations 19 (1) & 2.

4.3.2In instances where a bidder has to replace and install any fire gaseous extinguishing systems which follows nationally recognised codes and standards, the following applies:

4.3.2.1SANS 369 – Operation of Fire Protection Measures

4.3.2.2SANS 306 – Carbon Dioxide Fire Extinguishing Installations

4.3.2.3SANS 14520 – Gaseous Fire Extinguishing Systems (Clean Agents).

4.4Performance

4.4.1The bidder must be available during working hours for the duration of the contract to respond to fire equipment breakdowns or defects and complaints about any malfunctioning thereof.

4.4.2The response time (from the time of the bidder’s receipt of an official request, to his attendance on site) must be as follow:

4.4.2.1Emergencies - immediate and up to a maximum of 3 hours.

4.4.2.2Malfunctioning or leaking fire equipment (except for emergencies) - 24 hours.

4.4.3Failure by the bidder to meet the above response times or equipment downtimes may result in contractual penalties.

4.4.4The bidder must submit a detailed report of each specific break down to the duly appointed SAPO representative.

4.4.5Fire protection equipment maintenance activities must be recorded by the bidder. The bidder must promptly submit to SAPO the worksheets and/or job cards of maintenance activities at contracted areas attended to. Proof of sign-off of service by duly authorised SAPO officials must be maintained.

4.4.6Quality control mechanisms which may include spot checks, inspections and a signed inspection report detailing the equipment positioning, condition and functionality and next service interval per item of equipment at each specific site must be provided.