TENDER NO:NYDA 2016/09/FAC

DESCRIPTION:APPOINTMENT OF A SUPPLIER TO MANUFACTURE, SUPPLY, DELIVER AND INSTALLATION OF OFFICE FURTNITURE TO THE NYDA HEAD OFFICE

  1. NYDA BACKGROUND

The National Youth Development Agency (NYDA) is a South African based agency established primarily to tackle challenges that the nation’s youth are faced with. The NYDA was established by an Act of parliament, act no 54 of 2008. The institution was established to be a single, unitary structure, established to address youth development issues at National, Provincial and Local government level. The existence of the NYDA should be located within the broad context of South Africa’s development dynamics. Similar to many developing countries, South Africa has a large population of youth, those between the ages 14-35; represent 42% of the total population. Given the youthful nature of the South African population much of the socio economic challenges faced by the nation, i.e. poverty, inequality and joblessness, poor health etc, are borne by the youth. The gravity of challenges South Africa is faced with, require multi - pronged efforts, that simultaneously promote the development of sustainable livelihoods, reduce poverty, inequality and prioritise the development of policies which create an enabling environment for youth development.

The NYDA plays a lead role in ensuring that all major stakeholder’s, i.e government, private sector and civil society , prioritise youth development and contribute towards identifying and implementing lasting solutions which address youth development challenges. Furthermore, the NYDA designs and implements programmes aimed at improving lives and opportunities available to youth. These programmes could be clustered as follows:

At an individual level (Micro level), the NYDA provides direct services to youth in the form of information provision, career guidance services, mentorship, skills development and training, entrepreneurial development and support, health awareness programmes and involvement in sport.

At a Community level (Meso Level), the NYDA encourages young people to be catalysts for change in their communities through involvement in community development activities, social cohesion activities, national youth service programmes and dialogue.

At a Provincial and National level (Macro Level), through its policy development, partnerships and research programmes, the NYDA facilitates the participation of youth in developing key policy inputs which shape the socio economic landscape of South Africa.

The National Youth Development Agency derives its mandate from the legislative frameworks, including the NYDA Act (54 of 2008), the National Youth Policy (2009-2014) and the draft Integrated Youth Development Strategy as adopted by the Youth Convention of 2006. The NYDA activities could be summarized as follows:

a) Lobby and advocate for integration and mainstreaming of youth development in all spheres of government, private sector and civil society.

b) Initiate, implement, facilitate and coordinate youth development programmes.

c) Monitor and evaluate youth development intervention across the board and Mobilise youth for active participation in civil society engagements.

  1. PURPOSE AND OBJECTIVES

The NYDA will be moving to a new office from February 2017 and the intention is not to relocate with the furniture that is currently being utilised.The document seeks to appoint a supplier that will be able to manufacture, supply, deliver and installation of office furniture to the NYDA as per the specified requirements and timeframes.

The specification further outlines the specification of therequired furniture, quantities and the tender conditions. The successful bidder is expected to manufacture, supply, deliver and install all the required office furniture as per the specification within four (4) weeks.

  1. SCOPE OF WORK

3.1The detailed office furniture requirements to be manufactured, supplied, delivered and installed are as per Annexure A.

3.2Bidders are required to have a manufacturing plant. The physical address of the manufacturing plant must be provided.

3.3Only bidders that are proposing to supply locally manufactured products with a prescribed minimum threshold for local content as stipulated in the SBD 6.2 will be considered.

  1. PRICING SCHEDULE

The pricing should be submitted as per Annexure B. Bidders are:

4.1Not allowed to amend the pricing schedule.

4.2Required to bid for all items listed under Annexure B.

4.3Prices must be inclusive of all applicable costs, amongst others VAT, installation and delivery cost.

  1. PROPOSAL CONTENT

The submitted bids should be accompanied by:

5.1A Company profile that includes the following information:

5.1.1Company size and structure.

5.1.2Number of years’ experience in manufacturing, supplying, delivering and installation of furniture.

5.1.2A list of clients for whom office furniture was manufactured, supplied, delivered and installed.

5.1.3Demonstrate capacity to deliver manufacture, supply and deliver the required furniture as per Annexure A within the stipulated timeframes.

5.2Provision of written letters (on clients’ letterhead) from existing and previous clients confirming that the supplier manufactured, supplied, delivered and installed office furniture to their institution/organisation/company.

5.3Provide brochures and catalogues of all furniture to be supplied.

5.4 Provision of proof that the bidder has a manufacturing plant. The physical address of the manufacturing plant must be provided.

  1. SUBMISSION REQUIREMENTS
  2. Submission of one hardcopy being original submission, clearly marked "Original" and five (5) copied versions of the original document. All submissions must be delivered in individual envelopes.
  3. Bidders should take particular care to ensure that there are no discrepancies between all submissions to the NYDA. NYDA reserves the right to reject any tenders if there are discrepancies.
  4. Each individual envelope must be clearly marked with the following information:
  5. Description of the Tender: Appointment of a supplier to manufacture, supply, deliver and install office furniture to the NYDA Head Office.
  6. Tender Number: NYDA 2016/09/FAC
  7. ORIGINAL or COPY 1 or COPY 2 etc.;
  8. Tenders that are faxed, sent via telex, and/ or electronic mail delivery will not be accepted.
  9. All tenders received by NYDA will become the property of the NYDA and will not be returned to the bidder.
  10. The tenders must be inserted into the TENDER BOX available at the Reception Area of NYDA Head Office, 11 Broadwalk Avenue, Halfway House in Midrand, Johannesburg, as per tender advertisement.
  11. Unsuccessful tenders will be informed in writing when the process is concluded.
  12. A tender will be considered late if received after the specified closing date and time. Bidders that are submitting documents via courier service are therefore strongly advised to ensure that tenders be despatched allowing enough time for any unforeseen events that delay the delivery of the tender.
  1. ENQUIRIES/COMMUNICATION

7.1Contact person for enquiries regarding the tender document:

Jack Serite

Procurement Officer: Supply Chain Management Unit

Email:

All clarifications or enquiries must be made in writing and received by the NYDA at least 48 hours before the closing date of the tender. Telephonic requests for clarification will not be accepted.

  1. EVALUATION CRITERIA

Preferential Procurement Policy Framework Act, 2000 (Act 5 of 2000) and the associated Notices (notably No 501 and 502-which appear on Gazette Number 34350), which stipulate a 90/10 preference point system for acquisition of services, works or goods with a Rand value above R1 million should apply.

Tenders will be evaluated in three (3) phases, that is:

-Compliance/eligibility evaluation

-Technical/functional evaluation

-Pricing and B-BBEE contribution level evaluation

8.1Compliance/eligibility evaluation

Bidders who do not meet the requirements below will be disqualified immediately.

ITEM / DESCRIPTION
1 / A Company profile that includes the following information:
- Company size and structure
- A list of clients for whom office furniture was manufactured, supplied, delivered and
installed
- Demonstrate capacity to deliver manufacture, supply, deliver and install the required
office furniture as per Annexure A within the stipulated timeframes.
-Number of years’ experience in manufacturing, supplying, delivering and installation of furniture.
2 / Submission of fully completed and signed compulsory returnable documents listed below:
-SBD 1 Invitation to tender
-SBD 4 Declaration of interest
-SBD 6.1 Preference point claim form
-SBD 6.2 Declaration Certificate for Local Production and Content for Designated Sectors
-SBD 8 Declaration of bidders’ past supply chain management
-SBD 9 Certificate of independent bid determination
-SBD 7.1 Contract form - purchase of goods/works
-Valid SARS Tax Clearance Certificate and documents
3 / Submission of latest annual audited/reviewed Financial Statements (not older than a year).
4 / Submission of pricing as per Annexure B and supplier provided pricing forall items listed under Annexure B.
5 / Submission of one original hardcopy of the submission, clearly marked "Original" and five (5) copied versions of the original.
6 / Submission of written letters (on clients’ letterhead) from existing and previous clients confirming that the supplier manufactured, supplied, delivered and installed office furniture to their institution/organisation/company.

8.2Technical/Functional Evaluation

Criteria / Weight / Value / Score
1. Number of years’ experience in manufacturing, supplying, delivering and installation of furniture. If the number of years’ experience is:
-Below 2 years - Value 0
-Between 2years and 3 years – Value 1
-Between 3 years and 4 years – Value 2
-Between 4 years and 5 years – Value 3
-Between 5 years and 6 years– Value 4
-Above 6 years – Value 5 / 30
2. Number of clients for whom office furniture was manufactured, supplied, delivered and installed. Reference letters must be provided for each client listed
-One client - Value 0
-Two to Three clients-Value 1
-Four to five clients – Value 2
-Six to Seven clients – Value 3
-Eight to Nine clients– Value 4
-10 clients and above – Value 5 / 20
Criteria / Weight / Value / Score
3. Demonstrated capacity to deliver manufacture, supply, deliver and install the required office furniture as per Annexure A within the stipulatedtimeframes
-If the supplier did not demonstrate the capacity to enable manufacturing, supplying, delivering and installation of the required office furniture within four (4)weeks – Value 0
-If the supplier demonstrated the capacity to enable manufacturing, supplying, delivering and installation of the required office within four (4) weeks – Value 5 / 20
4. Provision of proof that the bidder has a manufacturing plant. The physical address of the manufacturing plant must be provided.
- The supplier did not supply proof that that he/she owns the manufacturing plant and did not provide the physical address of the manufacturing plant– Value 0
- Provided proof that the bidder has a manufacturing plant. The physical address of the manufacturing plant must be provided – Value 5 / 30
TOTAL / 100
Minimum Threshold / 70

1 – POOR

2 – FAIR

3 – AVERAGE

4 – GOOD

5 – EXCELLENT

The formula below will be used to calculate the scores:

Pf = (So/Ms) x Ap

Where: Pf – is the percentage scored for functionality by tender under consideration.

  • So – is the total score of the tender in question.
  • Ap – is the percentage allocated for functionality.
  • Ms – is the maximum score possible.

Bidders that score 70 points and above on technical evaluation will be requested to provide pricing based on the final specification that will be provided to them. The abovementioned bidders will thereafter be evaluated based on pricing and B-BBEE contribution level.

8.3Price and B-BBEE Contribution Level Evaluation

8.3.1Price Evaluation

The tender with the lowest acceptable price will receive the maximum points allocated for price. The other tenderers will receive proportionately lesser points based on the following formula:

Ps = 90(1-(Pt-Pmin)/Pmin)

  • Where: Ps = Points scored for comparative price of tender or offer under consideration;
  • Pt = Comparative price of tender or offer under consideration; and
  • Pmin = Comparative price of lowest acceptable tender or offer.

8.3.2B-BBEE Contribution Evaluation

Bidders must submit the original or certified copy of the B-BBEE Verification level certificate or EME Exemption Affidavit not older than twelve (12) months to claim the points allocated as per the table below.

B-BBEE STATUS LEVEL OF CONTRIBUTOR / NUMBER OF POINTS(90/10)
1 / 10
2 / 9
3 / 8
4 / 5
5 / 4
6 / 3
7 / 2
8 / 1
NON-COMPLIANT CONTRIBUTOR / 0

The points scored by a bidder in respect of the B-BBEE contribution will be added to the points scored for price in order to arrive at the overall score.

Points will be rounded off to the nearest 2 decimals.

In the event that two or more tenders have scored equal total points, the contract will be awarded to the bidder scoring the highest number of points for the specified goals or B-BBEE contribution.

9SPECIAL CONDITIONS

9.1NYDA reserves the right to withdraw or amend terms of reference/specifications by notice in writing by advertising in the media in which the tender was originally advertised prior to the closing date.

9.2NYDA reserves the right not to award any of the tenders submitted.

9.3The cost of preparing the tenders will not be reimbursed.

9.4The NYDA reserves the right to conduct a due diligence visit to the manufacturing sites.

9.5The NYDA requires at least a 5 year warranty on manufacturing defects. The successful bidder will be required to provide a certificate of warranty upon completion of work.

9.6NYDA reserves the right to increase or decrease the indicated quantities.

9.7The exact colours of the required office furniture will be confirmed with the successful bidder.

9.8NYDA reserves the right not to award some of the listed items listed in the tender specification.

10REVIEW PROCESS

10.1In order to evaluate and adjudicate tenders effectively, it is imperative that bidders submit responsive tenders.

10.2To ensure a tender to be regarded as responsive it is imperative to comply with all conditions pertaining to the tender and to complete all the mandatory fields and questionnaires.

10.3All tenders duly lodged as per the submission requirements will be evaluated in accordance with the stipulated evaluation criteria.

11REASONS FOR REJECTION

11.1Bidders shall not contact NYDA on any matter pertaining to the tender from the time the tender is closed to the time the tender has been adjudicated. The results of all tenders will be published by the NYDA.

11.2Any effort by a tenderer to influence the tender evaluation, tender comparisons or tender award decisions in any matter, may result in rejection of the bidder concerned.

11.3NYDA shall reject a submission if the bidder has committed a proven corrupt or fraudulent act in competing for a particular contract.

SIGN-OFF BY TENDER SPECIFICATION COMMITTEE:

APPROVAL BY BID SPECIFICATION COMMITTEE

______

BSC Chairperson Date

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NYDA 2016/09/FAC: APPOINTMENT OF A SUPPLIER TO MANUFACTURE, SUPPLY,DELIVER AND INSTALLATION OFOFFICE FURTNITURE TO THE NYDA HEAD OFFICE