MALUTI-A-PHOFUNG SPECIAL ECONOMIC ZONE

BID DOCUMENT

BID DESCRIPTION:

REQUEST FOR PROPOSALS (RFP) FROM INTERESTED AND COMPETENTLY SKILLED SERVICE PROVIDERS TO DEVELOP, DESIGN AND COMMISSION A CORPORATE WEBSITE FOR THE MALUTI-A-PHOFUNG SPECIAL ECONOMIC ZONE

BID NUMBER:

MAP-SEZ – RFP:002/2017

ADVERT DATE: 02 JUNE2017

COMPULSORY CLARIFICATION MEETING DATE: 08 JUNE2017, AT 11:00

CLOSING DATE:23 JUNE 2017 12:00

PREPARED by:
MALUTI-A-PHOFUNG SPECIAL ECONOMIC ZONE
CNR. AMANDA & DE LANGE STREETS
INDUSTRIQWA
HARRISMITH
9800
CONTACT PERSON(S):
TECHNICAL: MS. SARAFINA CHILL: 051 4000 863 / 4
procurement: ms. catherine motsisi 051 4000 800

VERY IMPORTANT NOTICE ON DISQUALIFICATION

A Bid not complying with the peremptory requirements stated hereunder will be regarded as being a “not Acceptable Bid” and as such will be rejected.

“Acceptable Bid” means any bid which, in all respects, complies with the conditions of the Bid and Specifications as set out in the bid document, including conditions as specified in the Preferential Procurement Policy Framework Act, 2017 and related legislation as published in Government Gazette No 40553, in terms of which provision is made for this policy.

  1. Submit bid on or before closing date and time
  2. Fill in the required information in all Forms/Bills
  3. Complete all Forms/Bills in black ink. Do not use pencils or correction fluid to make corrections
  4. Make corrections, if necessary, only by placing a line across the words/numbers to be corrected and initial next to the amended text. Do not scratch out, write over rates, paint over rates or use correction fluid
  5. Do not remove pages from the bid document
  6. Ensure that witnesses signed where required
  7. Attend the compulsory site/clarification meetings
  8. Submit the applicable completed Authority for Signatory form and attach a certified copy of the members/director’s resolution
  9. Attach to the bid documents a copy of a signed Joint Venture agreement (if applicable)
  10. Only the person authorised to do so may sign the bid offer
  11. Submit a valid Tax Clearance Certificate and a unique Security Personal Identification Pin issued by the South African Revenue Service (in the case of a joint venture, of all the partners in the joint venture) must be submitted with the bid document on closing date of the bid
  12. This is a two-stage bidding process where unpriced technical proposals will be evaluated based on conceptual design and priced bids will be submitted in the second stage.

Furthermore, the bid will be considered as not acceptable if:

  1. The bidder attempts to influence, or has in fact influenced the evaluation of the bid and/or the awarding of the contract
  2. The bidder or any of his directors is listed on the Register of Bid Defaulters in terms of the Prevention and Combating of Corrupt Activities Act of 2004
  3. The bidder has abused the FDC’s Supply Chain Management System
  4. Irrespective of the procurement process followed, no award may be given to a person-

i.Who is in the service of the state, or

ii.If that person is not a natural person, of which any director, manager, principal shareholder or stakeholder is a person in the service of the state; or

iii.who is an advisor or consultant contracted with the FDC in respect of contract that would cause a conflict of interest

  1. The bidder may only submit a bid on the documentation provided by the MAP-SEZ

+-

Bids containing any one or more of the following errors or omissions will not be rejected, provided that when the bid is awarded to such a bidder, the error or omission is corrected:

Bidder: Initial of authorised signatory/ies

  1. ______

2.______

MAP-SEZ:

Initial ______

Witness:

Initial ______

NOTE:

IN THIS DOCUMENT AND OTHER DOCUMENTS REFERRED TO BUT NOT ATTACHED, THE FOLLOWING WORDS ARE SYNONYMOUS WITH EACH OTHER

1.CLIENT, EMPLOYER, FREE STATE DEVELOPMENT CORPORATION (FDC)

2.BIDDER, CONTRACTOR, SERVICE PROVIDER

3.QUOTATION AND BID AND VARIATIONS THEREOF

4.JOINT VENTURE / CONSORTIUM

Bidder: Initial of authorised signatory/ies1.______

2.______

MAP-SEZ:

Initial ______

Witness:

Initial ______

TABLE OF CONTENTS

1.BACKGROUND INFORMATION

2.TERMS OF REFERENCE

2.1.PURPOSE

2.2.SCOPE OF WORK

2.3.TECHNICAL PROPOSITION

2.4.TERMS AND CONDITIONS

2.5.COST OF BIDDING

2.6.CONDITIONS OF CONTRACT

2.7.TENDER BRIEFING SESSION

2.8.MANDATORY RETURNABLE DOCUMENTS

2.9.BID EVALUATION

2.10.BID SUBMISSION

2.11.ENQUIRES

PUBLIC NOTICE

INVITATION TO TENDER

BIDDESCRIPTION:

REQUEST FOR PROPOSALS (RFP) FROM INTERESTED AND COMPETENTLY SKILLED SERVICE PROVIDERS TO DEVELOP, DESIGN AND COMMISSION A CORPORATE WEBSITE FOR THE MALUTI-A-PHOFUNG SPECIAL ECONOMIC ZONE

BIDNUMBER: MAP-SEZ RFP 002/2017

The Maluti-A-Phofung Special Economic Zone (MAP-SEZ) herewith invites all interested and competently skilled service providers to submit proposals to the develop, design and commissiona corporate website for the Maluti-A-Phofung Special Economic Zone.

Proposal must be deposited in the bid box situated at MAP-SEZ Head Office at Corner Amanda and De Lange Streets, on 23 June 2017 at 12h00.

Each proposal must be submitted in a separate, clearly marked sealed envelope.

Please note that proposals, which are not submitted in a properly sealed and marked envelope and / or are not deposited in the relevant tender box and / or are deposited after the closing date and time, will not be considered. Faxed proposals will not be considered.

Bids are to be completed in accordance with the conditions and bid rules contained in the bid documents. Bid documents must be properly indexed and neatly bounded.

1.BACKGROUND INFORMATION

1.1.The Maluti-A-Phofung Special Economic Zone (MAP-SEZ) is a public entity established in terms of the Special Economic Zone Act No. 16 of 2014.

1.2.MAP-SEZ is, in terms of section 4 of the MAP-SEZ Act No. 16 of 2014, an economic development tool intended to promote national economic growth targeting foreign and domestic investment and technology.

1.3.The website will serve the following purposes:

1.3.1.Marketing Tool: Build the MAP-SEZ brand while conveying the professional credibility of the entity, drive traffic, engage prospects, generate leads and re-engage existing customers.

1.3.2.Sales Tool: Help close sales by validating and supporting Investment Promotion Team communications.

1.3.3.Customer Support Tool: Improve customer satisfaction through better service.

1.4.The focus must be on the ideal client of the MAP-SEZ which is investors, business people and / or entrepreneurs.

2.TERMS OF REFERENCE

2.1.PURPOSE

2.1.1.The purpose of this document is to request detailed proposals from skilled service providers for the development, design, and commissioning of a corporate website for the MAP-SEZ.

2.2.SCOPE OF WORK

2.2.1.MAP-SEZ requires the specialised services of competently skilled service providers to design, develop and commission a corporate website on its behalf.

2.2.2.The core focus of the website must be on the ideal client of the MAP-SEZ which is investors, business people and / or entrepreneurs.

2.2.3.The successful Bidder will be expected to design, develop, test and implement a web platform within the designated timeframe which meets the following criteria;

2.2.3.1.Web Development [recommended platforms: Content Management System]

2.2.3.2.Web Management / Maintenance for first three months (maintenance skills transfer expected)

2.2.3.3.Search Engine Friendly

2.2.3.4.Search bar

2.2.3.5.Interactive website, permitting:

2.2.3.5.1.Online user registration

2.2.3.5.2.Documentation Uploads

2.2.3.5.3.New tenant applications or similar interfacing

2.2.3.5.4.Administrators should be able to review user registration / profile details, change user roles / access rights, terminate / close user accounts

2.2.3.6.Site must render appropriately on the latest and most popular web browsers

2.2.3.7.The site should include a SSL Digital Certificate for HTTPS connections (Maximum Security)

2.2.3.8.Reasonable average load time

2.2.3.9.Must have appealing aesthetics, be highly usable and user friendly

2.2.3.10.Must be social network integrated, the site must have the functionality to integrate with social media

2.2.3.11.Must have functionality for site news / trending now content blocks: the website solution must provide content / screen areas containing: a calendar, upcoming events, latest news, trending topics

2.2.3.12.Website should have ability to interact with users using short message service and emails

2.2.3.13.Geographic Information System Integration

2.3.TECHNICAL PROPOSITION

2.3.1.Your proposal should include the following:

  • Clear demonstration of previous experience in the scope of work listed above (list references with valid contacts, attach testimonials from references and clearly indicate the extent of involvement.
  • CV’s of eachprogrammer / web developer including short indication of relevant experience.

2.4.TERMS AND CONDITIONS

This Terms of Reference (ToR) has been compiled by the MAP-SEZ and is being made available to all Bidders. Bidders submitting a proposal in response to this ToR’s will be deemed to do so on the basis that they acknowledge and accept the terms as set out below:

2.4.1.The MAP-SEZ reserves the right to amend, modify or withdraw these ToR’s if deemed necessary. If amendments are made, the amendments will be sent to each Bidder in writing. No oral amendments will be considered.

2.4.2.The MAP-SEZ reserves the right to call for supporting documentation in order to confirm any information provided by a Bidder in its Bid.

2.4.3.This ToR’s does not constitute an offer or recommendation to enter into such a transaction.

2.4.4.The Bid should be valid for a period of 90 days after the closing date.

2.4.5.This document is confidential and should not be distributed to any non-bidding party without proper authorisation of the MAP-SEZ.

2.4.6.No entity may be involved, whether directly or indirectly, in more than one Bid in response to this ToR. A failure to comply with its requirements will result in disqualification of the relevant entity.

2.4.7.The MAP-SEZ and its advisors may rely on a Bid as being accurate and comprehensive in relation to the information and proposals provided therein by the Bidders.

2.4.8.MAP-SEZ may enter into negotiations to agree on fees, scope of work, scope of services and other salient commercials terms with short listed Bidders.

2.4.9.All Bids submitted to the MAP-SEZ in relation to this ToR will become the property of the SEZ and will as such not be returned to the Bidder unless if receivedafter the closing date and time. The MAP-SEZ will make all reasonable efforts to maintain Bids in confidence.

2.4.10.MAP-SEZ has the right to accept any bid in whole or in part.

2.4.11.The duly authorised representative of the bidding entity must sign the Bid document.

2.4.12.MAP-SEZ reserves the right to or not accept proposals, to directly approach certain persons, entities or consortia or any proposals received not be satisfactory, conditions not met by successful bidder(s) or for any reason prior to or after submission of bids and such will be done entirely at MAP-SEZ’s discretion.

2.4.13.Bids from persons whose tax affairs are not in order or those owing the FDC for more than 90 days without acceptable official arrangements will not be considered for the commissioning of the services. MAP-SEZ reserves the right to vet applicants.

2.5.COST OF BIDDING

2.5.1.The Bidder will bear all costs and expenses associated with the preparation and submission of a proposal in relation to this ToR. Neither the MAP-SEZ or any of its respective directors, officers, employees, agents, representatives or advisors will assume any obligation for any costs or expenses incurred by any party in or associated in preparing or submitting a Bid in response to the ToR.

2.6.CONDITIONS OF CONTRACT

2.6.1.The conditions of contract are a Service Level Agreement.

2.6.2.The contract period will be for a period of six months during which the contracted bidder will be expected to transfer Web Management skills to the MAP-SEZ staff.

2.7.TENDER BRIEFING SESSION

2.7.1.A compulsory clarification meeting with representatives from the employer will be conducted as follows:

Date: 08 June 2017

Venue: MAP-SEZ Head Office, Cnr. Amanda & De Lange Str.

Time: 11h00

2.7.2.Attendance of this clarification meeting is compulsory, Bidders failing to attend this meeting will be disqualified.

2.8.MANDATORY RETURNABLE DOCUMENTS

2.8.1.The following compulsory returnable documents must be submitted with the Bid, failure to submit any of these documents will lead to disqualification:

2.8.1.1.Company Registration Documents

2.8.1.2.Valid Tax Clearance Certificate and Personal Identification Verification Pin issued by the South Africa Revenue Services. In instances where a Joint Venture / Consortium or Sub-contractor are involved, each party must submit a separate Tax Clearance or PIN.

2.8.1.3.Original or Certified copy of Valid BBBEE Certificate from (SANAS accredited Verification Agency or from the Auditors approved by the Independent Regulatory Body of Auditors). Any EME (Exempted Micro Enterprise) or QSE (Qualifying Small Enterprise) is only required to obtain a sworn affidavit on an annual basis confirming the following:

  • Annual Total Revenue of R 10 Mill or less (EME) or Revenue between R 10 Mill and 4 50 Mill for QSE; Level of Black Ownership (Any misrepresentation in this regard constitutes a criminal offence as set out in the BBBEE Act as amended.

2.8.2.Joint Venture Agreement (if bidder is a Joint Venture).

2.8.3.Curriculum Vitae of all supervisory staff.

2.9.BID EVALUATION

2.9.1.This is a two-stage bidding process where unpriced technical proposals will be evaluated based on conceptual design and price quotations submitted in the second stage.

2.9.2.The Bid will be evaluated on functionality.

1

FUNCTIONALITY EVALUATION

As a condition of functionality evaluation, Bidders failing to score a minimum of 70 out of 100 points, will not be considered for further evaluation on price and preference. The Bid Committee, may, if necessary seek clarification of any aspect of the bid and may request presentations from Bidders.

The functionality criteria is as follows:

No. / Criteria / Weight
1. / Web Development must take place on a Content Management System Framework / 15
2. / Web Management / Maintenance for first three months (maintenance skills transfer expected) / 15
3. / Site must contain meta data that are search engine friendly / 5
4. / Interactive Website e.g.
  1. Permit online user registration
  2. Documentation uploads
  3. New tenant applications or similar interfacing
  4. Administrators should be able to review user registration / profile details, change user roles / access rights, terminate / close user accounts
/ 5
5. / Site must render appropriately on the latest and most popular web browsers / 5
6. / The site should include a SSL Digital Certificate for HTTPS connections (Maximum Security) / 10
7. / Reasonable average load time / 5
8. / Appealing aesthetics, highly usable and user friendly. / 5
9. / The site must have the functionality to integrate with social media / 5
11. / Site news / trending now content blocks: the website solution must provide content / screen areas containing: a calendar, upcoming events, latest news, trending topics / 5
12. / Website must have the functionality to interact with users using short message service and emails / 5
13. / Website must have the functionality to interface to a Geographic Information System / 5
14. / Website Presentation / 15

1

PRICE AND PREFERENCE EVALUATION

Bidders will be evaluated on BBBEE and Price as per the Preferential Procurement Policy Framework Act Regulations of 2017.

B-BBE Status Level of Contributor / Number of points
(90/10 system) / Number of points
(80/20 system)
1 / 10 / 20
2 / 9 / 18
3 / 6 / 14
4 / 5 / 12
5 / 4 / 8
6 / 3 / 6
7 / 2 / 4
8 / 1 / 2
Non-compliant contributor / 0 / 0

2.10.BID SUBMISSION

2.10.1.Bids are to be submitted on 23 June2017 at 12h00 at Corner Amanda and De Lange Streets.

2.10.2.The Bids must be neatly bound and properly indexed.

2.10.3.Bids received after the closing time will not be considered, but will be returned back to Bidders.

2.10.4.NO Bids received by email, facsimile, telex, or electronic submission will be accepted.

2.11.ENQUIRES

2.11.1.Bidders may direct all clarity seeking questions as follows:

Technical: Ms. Sarafina Chill: 051 4000 854 / 853

Supply Chain Management: Ms. Catherine Motsisi 051 4000 800

  1. LIST OF RETURNABLE DOCUMENTS

Returnable Documents

Returnable Documents will be used for tender evaluation purposes and be incorporated into the contract

The tenderer must return the following returnable documents legibly completed and signed in FULL.

1.Resolution of Board of Directors

2.Resolution of Board of Directors to enter into Consortia Or Joint Ventures (in case of Joint Venture or Consortia)

3.Special Resolution of Consortia or Joint Ventures.

4.B-BBEE Certificate issued by a South African National Accreditation System (SANAS) or Auditors approved and registered by the Independent Regulatory Board of Auditors (IRBA), where Consortium / Joint Venture are involved Bidders are to hand in their consolidated B-BBEE certificates.

5.Standard Bidding Document 1 (SBD 1) – Invitation to Bid

6.Standard Bidding Document 2 (SBD 2) – Application for Tax Clearance Certificate

7.Standard Bidding Document 4 (SBD 4) – Declaration of Interest

8.Standard Bidding a Document 6.1 (SBD 6.1) – Preference points claim form in terms of the Preferential Procurement Regulations 2011.

9.Standard Bidding Document 8 (SBD 8) – Declaration of Bidder’s Past Supply Chain Management Practices.

10.Standard Bidding Document 9 (SBD 9) - Certificate of Independent Bid Determination.

SBD 2: TAX CLEARANCE CERTIFICATE REQUIREMENTS

  1. It is a condition of bid that the taxes of the successful bidder must be in order, or that satisfactory arrangements have been made with South African Revenue Service (SARS) to meet the bidder’s tax obligations.
  1. In order to meet this requirement bidders are required to complete in full form TCC 001 “Application for a Tax Clearance Certificate” and submit it to any SARS branch office nationally. The Tax Clearance Certificate Requirements are also applicable to foreign bidders / individuals who wish to submit bids.
  1. SARS will then furnish the bidder with a Tax Clearance Certificate that will be valid for a period of 1 (one) year from the date of approval.
  1. The original Tax Clearance Certificate must be submitted together with the bid. Failure to submit the original and valid Tax Clearance Certificate will result in the invalidation of the bid. Certified copies of the Tax Clearance Certificate will not be acceptable.
  1. In bids where Consortia / Joint Ventures / Sub-contractors are involved, each party must submit a separate Tax Clearance Certificate.
  1. Copies of the TCC 001 “Application for a Tax Clearance Certificate” form are available from any SARS branch office nationally or on the website
  1. Applications for the Tax Clearance Certificates may also be made via eFiling. In order to use this provision, taxpayers will need to register with SARS as eFilers through the website

Signature of Bidder: ______Date:______