ANNEX 1
EEAS/DELZAFPRY/ADMIN/SERVICE 2017-002/MESSENGER SERVICES
FR Art 104-RAP Art 137.1 Low Value Contract
1. Introduction and subject of the contract
The Delegation of the European Union to the Republic of South Africa (EU Delegation hereinafter) has the intention to conclude a service contract for the provision of messenger services at the Delegations' office premises.
The tender procedure will be concluded with the signing of a service contract, the service contract will be implemented through yearly order forms. The order form creates a direct obligation on the contracting authority at the time of its signature.
When drawing up their tenders, tenderers shall take into account the provisions in the tender specifications, in the letter of invitation to tender as well as in the service contract, which specify the rights and obligations of the contractor, particularly those on payments, performance of the contract, confidentiality, checks and audits.
The model service contract that will be used for this contract is attached to the letter of invitation as Annex 2. These tender specifications and the tender submitted by the awardee of the contract will be annexed to the service contract and therefore be binding on the contracting parties during the implementation of the contract.
2. Subject of the Contract
The Delegation of the European Union to the Republic of South Africa requires result orientated high-quality messenger services which are provided in a flexible manner according to the Delegations' demand.
The contractor shall carry out the required services as specified hereunder.
3. Place of Performance / Location
The contractor must provide a professionally skilled messenger to provide the required services at
Greenpark Estates, Building 1, 2 and 4
27 George Storrar Drive
Groenkloof
The above address may change as the Delegation is in the process of procuring additional office space. This may imply a relocation of its offices to other premises in the near future.
The Delegation currently has 59 staff members (as on 31.01.2017). This staff number may increase or decrease in the future.
4. Technical specifications and standards
4.1. Schedule of the Tasks :
It is intended that the contracted services will be provided on a full time basis throughout each working day as follows:
Monday – Thursday: 08h00 - 16h00 (including a half hour lunch break daily)
Friday: 08h00 - 13h00
It may be required from time to time that the messenger works later on a Friday, however this will be discussed if and when required.
The messenger shall be exclusively dedicated to the contract with the Delegation and may not be changed/replaced without the agreement of the Delegation.
A supervisor should be appointed to
- ensure the efficient supervision of the contract on site and liaise with the Delegation's Administration on all matters relating to the implementation of the contract;
- ensure the messenger has a proper uniform at all times when on the assignment (see point 5.4), the same would apply to any replacement during times of absence / leave of the messenger;
- ensure the messenger maintains discipline an compliance with the Delegations' standard regulations and any other instructions issued from time to time;
- ensure that time sheets/attendance register and invoices, etc. are prepared and delivered to the Delegation as stipulated in the contract.
4.2 Tasks to be carried out by the Messenger
The messenger's tasks include but are not strictly limited to the following:
- proper distribution of files between buildings 1, 2 and 4;
- proper distribution of files between offices within the buildings;
- collecting of newspapers from security at main gate and delivering to relevant sections;
- assembling & disassembling of office furniture;
- moving of office furniture;
- changing of light bulbs;
- hanging up of notice boards, pictures, etc. on request (must be able to operate a drill);
- delivering of stationery to various sections;
- reporting on number of bottled water required;
- assist supplier with delivery of bottled water to various buildings (20 litre bottled water)
- purchasing of light bulbs, cables, etc. when and where required via petty cash;
- accompany contractors to various buildings (i.e. air conditioning contractor, electrician, plumber, etc.);
- accompany pest control while doing fumigation every six months on a Friday afternoon;
- report any defective and malfunctioning equipment noted;
- any other duties that may be required.
5. Terms applicable to the contractor and the contractor's employees
5.1. Contractor's staff and working conditions
During the whole duration of the contract, the contractor is and remains the employer of its staff. The contractor, recruits, trains, provides a uniform and remunerates the staff required for the messenger services for the Delegation and he engages this staff under his sole responsibility.
The contractor shall only deploy a professional and experienced messenger (male).
The messenger will have at least 2 years' experience in messenger services and should have a good oral knowledge of English and also in reading.
A detailed Curriculum Vitae for the proposed messenger should be attached to the offer.
The contractor engages himself to respect all general human rights and must in particular follow the local legislation (Labour Code) in place, including the legislation on social security, covering all aspects such as work conditions, insurance against work accidents, basic medical cover, taxation, holidays, allowances, etc. and all other matters related to its personnel and services rendered.
Important :
The Delegation strongly promotes basic social welfare for all workers and employees, not only for staff directly employed by the institution but also for staff employed by its contractors.
For that reason the contractor must ensure that their messenger assigned to work in the EU Delegation's premises:
- benefits from basic private medical coverage offered to him and his dependent children automatically up to the age of 18 years, and if still studying fulltime, up to the age of 24 (birth certificates and proof of full time studies will be required) and paid for by the employer;
- and that he will be entitled to a daily transport allowance covering the transport costs from home to the workplace and back home based on the costs of an average of 50 km per itinerary.
*Please note that one of the evaluation criteria is that tenderers must describe any incentives granted to the staff who would be deployed under this contract such as financial bonuses allowances, promotion, training, extra private medical coverage and any other incentives designed to motivate the staff and encourage their loyalty to the tenderer.
The Delegation of the European Union to the Republic of South Africa reserves the right to approve any staff that will be working in the Delegation's premises, whether they are employed on a permanent or temporary basis, by supplying a copy of their ID card.
The contractor commits itself that their personnel employed at the Delegation of the European Union to the Republic of South Africa have been properly screened and have no criminal record. The Contractor's staff members must have no previous record of indiscipline or been removed from a previous contract for reason of gross misconduct such as actual or suspected theft, pilferage, corruption or similar malpractices.
The contractor shall be responsible for providing criminal records and health reports of his staff if requested by the Delegation.
The contractor shall replace immediately any of his employees who would be absent for any reason, in order to ensure continuity of service.
The contractor shall in addition inform the Delegation in writing and well in advance of the identity of all replacement staff.
The Delegation of the European Union to the Republic of South Africa reserves the right to refuse access, for any of its own, to any employee of the contractor. In such a case the contractor shall replace immediately the employee.
5.2. Number of staff to be allocated
The tenderer must provide one (1) messenger and foresee replacement for if and when the messenger is absent.
5.3. Code of conduct
It is absolutely forbidden for the contractor's staff to take with them any objects, even if declared useless, that belongs to the Delegation of the European Union to the Republic of South Africa.
It is forbidden for the contractor's staff to take knowledge of any document of the Delegation, except if related to this contract, to the concerned employee or related to the execution of his duties.
The contractor engages itself neither to use nor communicate any information, document, knowledge regarding the Delegation to any third party. This obligation will bind the contractor and all its employees.
The contractor shall not use the premises of the Delegation and the equipment and material contained in it for other purposes than for the execution of this contract and exclusively for the needs of the Delegation.
The contractor cannot use the Delegation's offices or the equipment it contains, including photo copiers, printers, telephones, etc. other than for the execution of the contract and exclusively for the needs of the Delegation.
All repair/replacement costs linked to damages caused by the contractor's staff will be for the contractor's account.
The Delegation of the European Union to the Republic of South Africa reserves the right to give instructions to the contractor's staff. These instructions can only be issued by the Head of Delegation or the Delegation's Administration section. These instructions can only relate to the execution of the tasks mentioned in this contract and can under no circumstances involve major changes which would result in the contractor becoming unable to perform the contract duties.
Submitting an offer implies acceptance by the tenderer of all terms and conditions of the draft contract and its general conditions attached to this tender.
5.4. Uniforms
The contractor must ensure the impeccable presentation of his personnel at all times by means of a uniform. To this end the contractor shall provide minimum two sets of uniforms (including shoes) per year to each of their staff members assigned to the EU Delegation. The messenger's uniform should be composed of:
- a plain, white or light blue coloured shirt;
- a pair of dark coloured trousers (black, dark blue or dark grey);
- a pair of dark coloured shoes
The two sets of uniforms should be provided to the messenger at the beginning of the contract and thereafter on a yearly basis (two new uniforms/per year) at each anniversary date of the contract as long as it runs.
6. Reporting / Attendance Register / Time Sheet
The contractor is required to provide its messenger with an attendance register. A copy of this register should be handed over to the Administration section at the end of every month together with the monthly invoice.
An example of this register should be provided together with the other required tender documents.
7. Payments and standard contract
7.1. Payments
Services are payable on a monthly basis.
Services will be paid in South African Rands (ZAR), by transfer to the bank account designated by the contractor in the contract.
Prices must be firm and not subject to revision during the first year of performance of this contract.
The contractor is requested to send the monthly invoice together with the monthly time sheets to the Administration Section, Delegation of the European Union to the Republic of South Africa.
The monthly invoice should mention separately:
a) Messenger's cost (salary, transport allowance, other bonuses, UIF, holidays, public holidays, administrative and logistical costs, etc.);
b) Private medical coverage.
The payment will be executed within 30 days after the date of reception of the invoice.
7.2. Price revision
At the beginning of the second year of the contract and each subsequent year, each price may be revised upwards or downwards, as laid down in Article I.4.2 of the service contract.
7.3. Contract
The draft model for the service contract that will be used for this contract is attached to the letter of invitation to the tender (Annex 2).
The tenderer's offer must be drafted taking into account the provisions of the draft contract annexed to this call for tender, in particular the "General Conditions for the Contract for services" to the contract.
Once the contract is signed, it will be implemented through the signature of specific contracts and/or order forms.
7.4. Implementation and duration of the contract
- The evaluation of the offers is scheduled for the middle of March 2017.
- The signature of the contract is foreseen for the second last week of March 2017.
- The tender will be concluded with the signature of a one-year contract, renewable three (3) times. The duration of the contract is limited to a maximum of four (4) years.
- The service contract will be implemented through yearly order forms. The order form creates a direct obligation on the contracting authority at the time of its signature.
- The Delegation of the European Union to the Republic of South Africa reserves the right to end the contract at any time, without obligation to invoke the reason for it, at a one months' notice.
8. Costs for the tender
Costs incurred in preparing and submitting tenders are borne by the tenderers and cannot be reimbursed by the Delegation.
9. Presentation of tenders
Tenders must be submitted in duplicate, using the tender forms attached, taking into account the following :
9.1. Prices must be:
- denominated in South African Rands (ZAR) and be firm and not subject to revision during the first year of performance;
- offered according to the indications in the Financial Offer Submission Form (Annex 5);
- calculated free of all duties, tax and dues (the European Union is exempt from all taxes and dues, including value added tax (VAT), as being a diplomatic mission the EU Delegation is exempted of them);
- include all costs for the messenger plus all operational, logistical and administrative costs.
9.2. The tender must be signed and dated.
9.3. The forms to be filled in by the tenderer may not be altered in any way.
Submission of a tender implies that the tenderer accepts all the terms and conditions governing the service contract in Annex 2 and that he waives its own terms and conditions.