Air Chefs Pty Ltd

AIR CHEFS PTY LTD
REQUEST FOR BID :Purchase Various types of frozen vegetables
GSM045/2013
Air Chefs Pty Ltd
Purchase various types of frozen vegetables
GSM045 /2013
GSM 041/2011

REQUEST FOR BID

Air Chefs Pty Ltd

(Reg. No. 1990/006277/07)

20 Jones Road

Boksburg

Republic of South Africa

(Hereinafter referred to as “Air Chefs”)

INVITATION TO BID

You are hereby invited to submit a proposal for the following

RFP: GSM045/2013

RFP DESCRIPTION:Purchase various types of frozen vegetables

Issue Date / 16 June 2013
Closing Date RFP / 8 July 2013
Closing Time / 11h00am
Compulsory Bidders briefing session
Date/Time/Place for Bidders Briefing Session
Validity Period of Proposal Submission / 120 DAYS

PROPRIETARY INFORMATION

Air Chefs considers this RFP- GSM 045/2013various types of frozen vegetables and all related information, either written or verbal , which provided to the bidders, to be proprietary to Air Chefs. It shall be kept confidential by the respondent and its officers, employees, agents and representatives. The respondent shall not disclose, publish or advertise this specification or related information to any third party without the prior written consent of Air Chefs.

GROUNDS FOR DISQUALIFICATION

All communication and attempts to obtain information of any kind with regards to this Proposal should be channeled to Indhir Naryan, Head of Strategic Sourcing telephone number 011978 3336 and email

Air Chefs reserves the right to disqualify any respondent from the Request for Proposal process if any attempts are made by that respondent to solicit information of any kind relative to this Proposal or subsequent evaluation from any other source in Air Chefs other than the contact person as mentioned above.

Contents

C Request for Bid

C.1 Contents

C.2 Introduction

C.3 Invitation to Tender

C.4 Special Conditions of the Proposal and Contract

C.5 Terms of reference, specification and usage of product

C.6 Pricing Schedule

C.7 Evaluation of Critically Criteria/ Criteria and Adjudication of Bid

C.8 Tax Clearance Requirements

C.9 Declaration of Interest

C.10 Broad Based Black Economic Empowerment Certificate

C.11 General Conditions of Contract

C.12 Vendor Information Form

C.13 Deviations from the Request for Proposal

C.14 Proposal Summary and Details

Introduction

Air Chefsis one of the leading airline catering companies in South African.

This is inspired by our unqualified belief in service excellence, integrity, accountability, quality, safety, people development and value to our shareholders.

As such our business relations are guided by these values and business practices, and our business partners and suppliers are expected to uphold, promote and share the same values and vision.

The quality and service that we provide our customers can only be as good as what we receive from our service providers.

Procurement Philosophy

It is the policy of Air Chefs, when purchasing and obtaining goods and services, to follow a course of optimum value and efficiency by adopting best purchasing practices in supply chain management, ensuring where possible that open and fair competition has prevailed, with due regard to the importance of :

a)The promotion of the Interdivisional Support Policy;

b)The promotion, development and support of businesses from disadvantaged communities (small, medium, micro enterprises, as well as established businesses within those communities) in terms of its BBBEE Policy.

c)The promotion of national and regional local service providers before considering internationally based service providers. However we do recognise the nature of our business and the industry; and as a result may from time to time, depending on the nature of the assignment, require that local service provider’s partner with overseas service providers.

d)The development, promotion and support for the moral values that underpin the above, in terms of Air Chefs Business Ethics and Guidelines which requires that all commercial conduct be based on ethical and moral values and sound business practice. This value system governs all commercial behaviour within Air Chefs .

TO ENSURE THAT YOU RECEIVE ALL INFORMATION RELATING TO THIS PROPOSAL
TO : Indhir Naryan
Air Chefs (Pty)Ltd
Strategic Sourcing
FAX NUMBER : 011379 7622/ 0867638347
E- MAIL :
RE : GSM045/2013
DATE : 16 June 2013
On submission of the completed Bid Document, a non-refundable fee of R1000.00 will be charged. This fee should be deposited directly into Air Chefs’ bank account and the deposit slip or proof thereof, should accompany the bid. Please note:
BID DOCUMENTS MAY BE:
DEPOSITED IN THE BID (TENDER) BOX SITUATED AT
SOUTH AFRICA AIRWAY ( AIRWAYS PARK) Main Reception
Jones Road
Kempton Park
No faxed or e-mailed bids will be accepted
Bidders should ensure that proposals are delivered before the closing date and time to the correct address. If the proposal is late, it will not be accepted for consideration.
Please include your proof of payment when you submit your Bids or you can email the proof to the name below. Note : Bidders with no proof of payment will be disqualified therefore will not be considered for evaluation.

Proposals can be delivered between 08:00 and 16:30, Mondays to Fridays, prior to the closing date, and between 08:00 and 11:00 on the closing date.

All proposals must be submitted on the official forms (not to be re-typed).

This proposal is subject to the General Conditions of Contract (GCC) and, if applicable, any other Special Conditions of Contract.

Proposals submitted that do not comply with the following may not be considered for evaluation:

• A proposal that is not in the format prescribed.
• A proposal without some or all of the required documents.
• Pricing schedules not in the required format.
• Proposals without the required number of copies.

A Non-refundable fee of R1000.00 is required per Bid document. Only cash, or bank guaranteed cheques and EFT will be accepted and NO post-dated cheques will be accepted.

AIR CHEFS BANKING DETAILS

Account Holder:Air Chefs (Pty) Ltd

Bank Name: STANDARD BANK

Account Number:020105401

Branch Code: 012542

Branch Name:ISANDO

Type of Account:CURRENT

Any queries regarding bidding procedures and technical information may be directed to:

Name: / Indhir Naryan
e-Mail /
All bidders must furnish the following particulars and include it in their submission
(Failure to do so may result in your bid being disqualified)
Name of bidder:
Entity name
VAT registration number
Tax Clearance Certificate submitted / YES / NO
Postal address:
Street address:
Telephone number: / Code / Number
Cellular number:
Facsimile number: / Code / Number
e-Mail address:

In case of a consortium/joint venture, full details on consortium/joint venture members:

Entity name / VAT registration number / Tax Clearance Certificate submitted / YES / NO
Entity name / VAT registration number / Tax Clearance Certificate submitted / YES / NO
Entity name / VAT registration number / Tax Clearance Certificate submitted / YES / NO

Name of contracting entity in case of a consortium/joint venture

Entity name:
Postal address:
Street address:

Contact details of responsible person who will act on behalf of the entity/consortium/joint venture for this bid

Name and Surname
Telephone number: / Code / Number
Cellular number:
Facsimile number: / Code / Number
e-Mail address:

Contact details of alternative responsible person who will act on behalf of the person above should he/she not be available

Name and Surname
Telephone number: / Code / Number
Cellular number:
Facsimile number: / Code / Number
e-Mail address:

Confirmation

Are you the accredited representative in South Africa for the services offered by your entity: / YES / NO
Declaration
I/We have examined the information provided in your bid documents and offer to undertake the work prescribed in accordance with the requirements as set out in the bid document. The prices quoted in this bid are valid for the stipulated period. I/We confirm the availability of the proposed team members. We confirm that this bid will remain binding upon us and may be accepted by you at any time before the expiry date
Signature of bidder:
Date:
Are you duly authorized to commit the bidder: / YES / NO
Capacity under which this bid is signed
TOTAL BID PRICE / ZAR: / Amount:

NB: All prices must be in South African Rand

C.4Special Conditions of the Proposal and Contract

Conditions
Yes / No / If no, indicate deviation
1. / GUIDELINE ON COMPLETION
1.1 / Bidders must indicate compliance or non-compliance on a paragraph-by-paragraph basis. Indicate compliance with the relevant bid requirements by marking the YES box and non-compliance by marking the NO box. The bidder must clearly state if a deviation from these requirements are offered and the reason therefore. If an explanatory note is provided, the paragraph reference must be attached as an appendix to the bid submission. Proposals not completed in this manner may be considered incomplete and rejected. Should bidders fail to indicate agreement/compliance or otherwise, Air Chefs will assume that the bidder is not in compliance or agreement with the statement(s) as specified in this bid.
1.2 / Proper proposals for the services specified must be submitted.
2. / GENERAL CONDITIONS OF CONTRACT
2.1 / The General Conditions of Contract must be accepted (C11).
3. / ADDITIONAL INFORMATION REQUIREMENTS
3.1 / During evaluation of the bids, additional information may be requested in writing from bidders. Replies to such request must be submitted, within 5 (five) working days or as otherwise indicated. Failure to comply, may lead to your bid being disregarded.
4. / VENDOR INFORMATION
4.1 / All bidders will be required to complete a vendor information form detailing the organization’s complete profile.
5. / CONFIDENTIALITY
5.1 / The proposal and all information in connection therewith shall be held in strict confidence by bidders and usage of such information shall be limited to the preparation of the proposal.
5.2 / All bidders are bound by a confidentially agreement preventing the unauthorized disclosure of any information regarding Air Chefs or of its activities to any other organization or individual. The bidders may not disclose any information, documentation or products to other clients without written approval of the accounting authority or the delegate.
6. / INTELLECTUAL PROPERTY, INVENTIONS AND COPYRIGHT
6.1 / Copyright of all documentation relating to this assignment belongs to Air Chefs. The successful bidders may not disclose any information, documentation or products to other clients without the written approval of the accounting authority or the delegate.
6.2 / All the intellectual property rights arising from the execution of this Agreement shall vest in Air Chefs and the Company undertakes to honor such intellectual property rights and all future rights by keeping the know-how and all published and unpublished material confidential.
6.3 / In the event that the Company would like to use any information or data generated in terms of the Services, the prior written permission must be obtained from Air Chefs .
6.4 / Air Chefs shall own all materials produced by the Company during the course of, or as part of the Services including without limitation, deliverables, computer programmes (source code and object code), programming aids and tools, documentation, reports, data, designs, concepts, know-how and other information whether capable of being copyrighted or not (“IP”) which IP Air Chefs shall be entitled to freely cede and assign to parties nominated by Air Chefs .
6.5 / This clause 6 shall survive termination of this Agreement.
7 / PAYMENTS
7.1 / Final payment terms will be negotiated with the successful bidder before awarding the proposal.
7.2 / Air Chefs will pay the Company the Fee as set out in the final contract. No additional amounts will be payable by Air Chefs to the contractor
7.3 / The contractor shall from time to time during the duration of the contract, invoice Air Chefs for the services rendered. No payment will be made to the contractor unless an invoice complying with section 20 of VAT Act No 89 of 1991 has been submitted to Air Chefs.
7.4 / Payment shall be made into the bidder’s bank account normally 30 days after receipt of an acceptable, valid invoice. (Banking details must be submitted as soon as this bid is awarded).
7.5 / The contractor shall be responsible for accounting to the appropriate authorities for its Income Tax, VAT or other moneys required to be paid in terms of applicable law.
8 / NON-COMPLIANCE WITH DELIVERY TERMS
8.1 / As soon as it becomes known to the contractor that he will not be able to deliver the goods/services within the delivery period and/or against the quoted price and/or as specified, Air Chefs must be given immediate written notice to this effect. Air Chefs reserves the right to implement remedies as provided for in the General Conditions of Contract (C.11).
9 / WARRANTS
9.1 / The Company warrants that:
It is able to conclude this Agreement to the satisfaction of Air Chefs.
9.2 / Although the contractor will be entitled to provide services to persons other than Air Chefs, the contractor shall not without the prior written consent of Air Chefs, be involved in any manner whatsoever, directly or indirectly, in any business or venture which competes or conflicts with the obligations of the contractor to provide the Services.
10. / PARTIES NOT AFFECTED BY WAIVER OR BREACHES
10.1 / The waiver (whether express or implied) by any Party of any breach of the terms or conditions of this Agreement by the other Party shall not prejudice any remedy of the waiving party in respect of any continuing or other breach of the terms and conditions hereof
10.2 / No favor, delay, relaxation or indulgence on the part of any Party in exercising any power or right conferred on such Party in terms of this Agreement shall operate as a waiver of such power or right nor shall any single or partial exercise of any such power or right under this Agreement.
11 / RETENTION
11.1 / On termination of this agreement, the contractor shall on demand hand over all documentation, information, software, etc., without the right of retention, to Air Chefs.
11.2 / No agreement to amend or vary a contract or order or the conditions, stipulations or provisions thereof shall be valid and of any force and effect unless such agreement to amend or vary is entered into in writing and signed by the contracting parties. Any waiver of the requirement that the agreement to amend or vary shall be in writing, shall also be in writing.
12 / SUBMITTING PROPOSALS
12.1 / An original plus three copies of the proposal, i.e. four documents in total and one soft copy should be handed in/delivered to the tender box. In case of discrepancy between the soft copy and hard copy, the hard copy shall prevail.
NB: Bidders are to indicate on the cover of each document whether it is the original or a copy
12.2 / Tenders should be in a sealed envelope, marked with:
Proposal number
Closing date and time
The name and address of the bidder
13 / LATE BIDS
13.1 / Late submissions will not be accepted. A submission will be considered late if it arrived only one second after 11:00GMT+2 or any time thereafter. The bid (tender) box shall be locked at exactly 11:00 GMT+2 on 8 July 2013 and bids arriving late will not be accepted under any circumstances. Bidders are therefore strongly advised to ensure that bids be dispatched allowing enough time for any unforeseen events that may delay the delivery of the bid.
14. / BRIEFING SESSION AND CLARIFICATIONS
14.1 / Any clarification required by a bidder regarding the meaning or interpretation of the Terms of Reference, or any other aspect concerning the bid, is to be requested in writing (e-mail) fromMr. Indhir Naryan
Please make reference to page 3 of this bid pack for contact details.
The bid number should be mentioned in all correspondence. Telephonic requests for clarification will not be accepted. If appropriate, the clarifying information will be made available to all bidders by e-mail only.
15. / FORMAT OF BIDS
15.1 / Bidders must complete all the necessary bid documents and undertakings required in this bid document. Bidders are advised that their proposal should be concise, written in plain English and simply presented.
15.2 / Bidders are to set out their proposal in the following format:
15.2.1 / Part 1:Invitation to make Proposal
15.2.2 / Part 2: RFB Summary and Details
15.2.3 / Part 3:Compliance to Special Conditions of Bid and Noting of Evaluation Criteria
15.2.4 / Part 4:SARS Tax Clearance Certificate(s)
15.2.5 / Part 5:Declaration of interest
15.2.6 / Part 6: Briefing session / Site inspection certificate (if applicable)
15.2.7 / Part 7:BBBEE Certificate
15.2.8 / Part 8:Technical / Functionality Proposal
15.2.9 / Part 9:Deviations from Request for Bid
15.2.10 / Part 10:Pricing Schedule.
15.2.11 / Part 11:Vendor Information Form
16 / Detail of Proposal Documents
16.1 / Part 1: Invitation to make the Proposal (Form C2)
Bidders must complete and submit the “Invitation to make the Proposal” document.
16.2 / Part 2: RFB Summary and Details (Form C14)
Bidders must complete the table and sign the form
16.3 / Part 3:Compliance to Special Conditions of Bid and Noting of Evaluation Criteria (Form C4)
Bidders must complete C4, Indicating compliance/non-compliance. In case of non-compliance details and referencing to the specific paragraph is required.
16.4 / Part 4: SARS Tax Clearance Certificate (Form C8)
An original and valid SARS Tax Clearance Certificate must accompany the proposal. In case of a consortium/ joint venture, or where sub-contractors are utilized, an original and valid SARS Tax Clearance Certificate for each consortium/ joint venture member and/or sub-contractor (individual) must be submitted.
16. 5 / Part 5: Declaration of Interest (Form C9)
16.5.1 / Bidders must complete and submit the Declaration of Interest.
16.6 / Part 6: Briefing session / Site inspection certificate (if applicable)
16.6.1 / Bidders must submit a signed certificate if a briefing session is a compulsory requirement / N/A
16.7 / Part 7: BBBEE Certificate (C10)
16.7.1 / Bidders must submit BBBEE Certificate and any source documents applicable.
16.7.2 / For a consortium or joint venture:
Each member organization must submit a set of documents requested in 16.7.1
The percentage split – income and workload must be clearly indicated.
A copy of the joint venture / consortium agreement must be included.
16.8 / Part 8: Technical / Functionality Proposal (Form C5)
16.8.1 / Bidders must, at least:
Describe, in detail, exactly how they propose to carry out the activities to achieve the outcomes identified in the terms of reference. They should identify any possible problems that might hinder delivery and indicate how they will avoid, or overcome such problems.
16.8.2 / Describe how the work will be managed.
16.8.3 / Identify the position(s) involved in the direct delivery of the service to be provided and in the overall management of the work and name the people who will fill these positions.
16.8.3 / Bidders should provide at least the following information.
Details of contracts for similar work within the last 3 years.
Contact details of a maximum of 3 organizations for which work was done.
16.8.4 / Samples of work done are not required at this stage, and will not be welcomed. / N/A / N/A
16.9 / Part 9: Deviations from Request for Bid (Form C13)
16.9.1 / Please indicate deviations or modifications to this Request for Proposal on form C13
16.9.2 / If no deviations are required, please mark the form “Nil” and sign
16.10 / Part 10: Pricing Schedule (Form C6)
16.10.1 / All costs related to this assignment are to be allowed for in the pricing schedule and in the formats prescribed or proposed, to be included in the contract as the maximum amount to be spent.
16.10.2 / VAT
AIR CHEFS is a VAT Vendor and prices quoted must exclude VAT, with VAT stated separately. (Where applicable)
16.11 / Part 11:Vendor Information Form (Form C12)
Completed Vendor Information form & required source documents. Payment details and proof of bank account (cancelled cheque) will only be required from successful bidder.
17 / PRESENTATIONS
17.1 / Air Chefs reserves the right to invite bidders for presentations before the award of the bid.
18 / NEGOTIATION
18.1 / Air Chefs has the right to enter into negotiation with a prospective contractor regarding any terms and conditions, including price(s), of a proposed contract.
18.2 / Air Chefs shall not be obliged to accept the lowest of any quotation, offer or proposal.
18..3 / All bidders will be informed whether they have been successful or not. A contract will only be deemed to be concluded when reduced to writing in a contract form signed by the designated responsible person of both parties. .
18.4 / Documents submitted by bidders will not be returned.
19 / DOMICILIUM
19.1 / The parties hereto choose domicilia citandi et executandi for all purposes of and in connection with the final contract as follows:
Air Chefs Pty Ltd
20 Jones Road,
Boksburg
The Company: Please complete:
Name
Address
20 / Cost of Bid Preparation
20.1 / Tenderers shall prepare and submit bid at their own expense
20.2 / The functional demonstration, in case of this RFB, will be done on the Bidder’s own expense.

C.5Terms of Reference