INVITATION TO BID (SBD 1 part A)
BID DESCRIPTION
YOU ARE HEREBY INVITED TO BID FOR THE FOLLOWING SUPPLY REQUIREMENTSBID NUMBER / NRF/SAASTA/14/2017-2018
CLOSING DATE AND TIME / 02 March 2018 at 11:00am
Appointment of a service provider/s to implement the SAASTA National Schools Science Debate Competition in one or more provinces for a period of 12 months.
A BIDDER FAILING TO MEET ANY OF THE STIPULATED PRE-QUALIFYING CRITERIA IS AN UNACCEPTABLE BID
Preferential Procurement Principle / 80/20
THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT
Validity Period From Date Of Closure: / 120 days
Compulsory Briefing Session Details / Date and Time / 14 FEBRAUARY 2018 at 11:00am
Venue / SAASTA,PRETORIA
Address / 211 NANA SITA, DIDACTA BUILDING
Contact Person / LITHAKAZI MASILELA
BID RESPONSE DOCUMENTS ARE DEPOSITED IN THE BID BOX SITUATED AT:
PHYSICAL ADDRESS
211 Nana Sita Street,
Didacta Building
Pretoria
0002
Bid Box open 24 hours Monday to Friday at the front entrance pedestrian gate / ADDRESSED AS FOLLOWS AND PLACED IN THE BID BOX:
On the face of each envelope, the Bid Number and Bidder’s Name, Postal Address, Contact Name, Telephone Number and e-mail address
TABLE OF CONTENTS
INVITATION TO BID (SBD 1 part A)
BID DESCRIPTION
PREQUALIFICATION CRITERIA
SUPPLIER INFORMATION...... 4
SBD 1 SIGNATURE...... 6
TERMS AND CONDITIONS FOR BIDDING (SBD 1 part B)
BID SUBMISSION:
TAX COMPLIANCE REQUIREMENTS FOR SOUTH AFRICAN BASED SUPPLIERS7
SETS OF BID DOCUMENTS REQUIRED:...... 7
RETURNABLE DOCUMENT CHECKLIST TO QUALIFY FOR EVALUATION
THE BIDDING SELECTION PROCESS
BID PROCEDURE CONDITIONS:...... 11
THRESHOLD TO QUALIFY FOR PRICE/PREFERENCE EVALUATION STAGE
EVALUATION CRITERIA FOR EVALUATING BIDDERS RESPONSES...... 13
THE BID CONTRACT
INTRODUCTION TO THE NRF
INTRODUCTION TO THE NRF BUSINESS UNIT RESPONSIBLE FOR THIS BID.17
CONTEXT OF THIS PROCUREMENT
CONTRACT PERIOD
SCOPE OF WORK
SPECIAL CONDITIONS OF CONTRACT PERFORMANCE...... 21
SBD 3.1: PRICING DETAIL WITH FIRM UNIT PRICES...... 23
GENERAL CONDITIONS OF CONTRACT...... 25
PREFERENCE POINTS CLAIMED (SBD 6.1)...... 40
SBD 6.2: DECLARATION CERTIFICATE FOR LOCAL PRODUCTION AND CONTENT FOR DESIGNATED SECTORS
SBD 9: CERTIFICATE OF INDEPENDENT BID DETERMINATION
SBD 8 - DECLARATION OF BIDDER’S PAST SCM PRACTICES
SBD 4 - DECLARATION OF INTEREST WITH GOVERNMENT
REFERENCE LETTER FORMAT
BID SUBMISSION CERTIFICATE FORM - (SBD 1)
ANNEXURE……………………………………………………………………………………….....57
SUPPLIER INFORMATION
Name Of BidderPostal Address
Telephone Number
CODE / NUMBER
Cell Phone Number
CODE / NUMBER
Facsimile Number
CODE / NUMBER
E-Mail Address
VAT Registration Number:
REGISTERED ON THE NATIONAL TREASURY’S CENTRAL SUPPLIER DATABASE
Supplier Number / MAA / Unique Registration Reference Number (36 digit)
TAX COMPLIANCE STATUS (Tick applicable)
Compliant / Yes / Not-Compliant
TCS PIN
B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE (Tick applicable)
CERTIFICATE PROVIDED: / Yes/No / B-BBEE Level:
EMERGING/MICRO ENTERPRISE / Yes/No / QUALIFYING SMALL ENTERPRISE / Yes/No
B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE / Yes/No
B-BBEE STATUS LEVEL SWORN AFFIDAVIT / Yes/No
CERTIFICATE CERTIFIED / Yes/No
(A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/SWORN AFFIDAVIT (FOR EMEs AND QSEs) MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE)
LOCAL/OVERSEAS SUPPLIER (Tick applicable)
ARE YOU THE ACCREDITED REPRESENTATIVE IN SOUTH AFRICA FOR THE GOODS/SERVICES/WORKS OFFERED? / Yes / No
IF YES ENCLOSE PROOF
ARE YOU A FOREIGN BASED SUPPLIER FOR THE GOODS /SERVICES /WORKS OFFERED? / Yes / No
IF YES ANSWER THE FOREIGN BASED SUPPLIERS QUESTIONNAIRE BELOW
SBD 1 SIGNATURE
SIGNATURE OF BIDDER:DATE:
CAPACITY UNDER WHICH THIS BID IS SIGNED (Attach proof of authority to sign this bid)
BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TO: / TECHNICAL INFORMATION MAY BE DIRECTED TO:
DEPARTMENT / Technical Enquiries / DEPARTMENT / Supply Chain Management Enquiries
CONTACT PERSON / Lithakazi Masilela / CONTACT PERSON / Tshepo Matheane/Lukas Sandleni/Humbelani Ramukosi
TELEPHONE NUMBER / 012392 9352 / TELEPHONE NUMBER / 012392 9358/17/80
FACSIMILE NUMBER / 012320 7803 / FACSIMILE NUMBER / 012320 7803
E-MAIL ADDRESS / / E-MAIL ADDRESS /
TERMS AND CONDITIONS FOR BIDDING (SBD 1 part B)
NB: FAILURE TO PROVIDE ANY OF THE BELOW PARTICULARS MAY RENDER THE BID INVALID.BID SUBMISSION:
Bidders deliver their bids by the stipulated time to the correct address. The National Research Foundation does not accept late bids for consideration.Bidders must submit their bids on the official forms included in this invitation - (not to be re-typed).
Bidders must register on the Central Supplier Database to upload mandatory information for verification purposes. Bidders must submit the B-BBEE certificate or sworn affidavit for B-BBEE to the bidding institution.
This bid is subject to the Preferential Procurement Policy Framework Act 2000 and its 2017 Regulations; the General Conditions of Contract (GCC); Special Conditions of Contract (SCC), and, if applicable, any other legislation.
TAX COMPLIANCE REQUIREMENTS FOR SOUTH AFRICAN BASED SUPPLIERS[1]
Bidders must ensure their tax obligations are in order.Where the bidder does not have a Tax Compliance Status Certificate available and the bidder has a valid Central Supplier Database Registration number, the bidder must provide their CSD number in the field provided in this document.
Where the bidderprovide access to its taxpayer profile and tax status in lieu of the above paragraph, the bidder must their unique Personal Identification Number (pin) issued by SARS to enable the National Research Foundation to view and verify the taxpayer profile and tax status.
Bidders apply for the Tax Compliance Status (tcs) Certificate or PIN from their South Africa Revenue Services branch or through E-Filing. In order to use the E-File provision, the bidder needs to register with SARS as an e-filer through the website
Bidders may submit a printed Tax Compliance Status Certificate together with the bid.
In bids where consortia/joint ventures/sub-contractors are involved, each party must submit a separate Tax Compliance Status Certificate/PIN/CSD number.
SETS OF BID DOCUMENTS REQUIRED:
Number of ORIGINAL documents for contract signing / 2Bidders must submit the bid including the bidder’s response to the specification and the bidders pricing in hard copy format (paper document) to the NRF. These serve as the original sets of bid documents and forms part of the contract.The NRF with the awarded bidder sign two originals of the contract form in black ink. The signed legal contract constitutes the closure of the competitive bid/tender/request for quotation process and sets out each party’s obligations for execution. These two original document sets serve as the legal bid contract document and the contract record between the bidder and the NRF. The bidders attach the originals or certified copies of any certificates stipulated in this document to these original sets of bid documents.
In the case of a discrepancy between the evaluation copies and the master record, the master record prevails. In the case of a discrepancy between the original sets deposited with the NRF and that kept by the bidder, the original set deposited with the NRF is the master contract for both parties.
Number of EVALUATION copies: / 6
Bidders mark documents as “Copy for evaluation” and number all pages sequentially.
RETURNABLE DOCUMENT CHECKLIST TO QUALIFY FOR EVALUATION
RETURNABLE DOCUMENTS / Envelope(O = Optional; Mandatory=M) / Bid Section Reference
Signed and completed Procurement Invitation (SBD 1) including the SBD 4, , 6.1, 8 and 9 / M / YES / NO / Invitation to bid
Response to the specification in this invitation with a project plan demonstrating proposed execution of the contract / M / YES / NO / Scope of work
Provide company profile / M / YES / NO / Returnable document checklist to qualify for evaluation
Curriculum Vitae of the Project leader and Project administrator / M / YES / NO / Evaluation criteria to evaluate bidders response
The bidder must indicate the area covered by their bid on the prescribed form contained in Annexure B. The bid must reflect which Municipal Districts / Metros the bidder has previously covered with a similar project and the Municipal Districts / Metros that the bidder intends reaching with the proposal. / M / YES / NO / Evaluation criteria to evaluate bidders response
B – BBEE Certificate (South African Companies) or, for companies that have less than R10 million turnover, a sworn affidavit or the certificate issued by the Companies and Intellectual Property Commission (CIPC) is required. A copy of the template for this affidavit is available on the Department of Trade and Industry website https:\\ / O / YES / NO
Registration on the Government’s Central Supplier Database / M / YES / NO
Three (3) written references with contact details per relationship type, for those customers for whom the bidder has completed work within the thirty-six (36) months.(refer to reference letter format pg. 54) / M / YES / NO
Reference 1 From:
Reference 2 From:
Reference 3 From:
Summary pricing in the SBD 3 format in this document / M / YES / NO
Detail price sheets and supporting documents / M / YES / NO
THE BIDDING SELECTION PROCESS
Stage 1 – Compliance to submission requirementsBidders warrant that their proposal document has, as a minimum, the specified documents required for evaluating their proposals. The NRF provides the Returnable Document Checklist listing these including which documents are mandatory (GO/NO GO) to the bidders.
The NRF evaluates only procurement responses that are 100% acceptable in terms of the Returnable Document List. The NRF disqualifies bidders not compliant with this list for Stage 2.
Stage 2A – Evaluation of Bids against Specifications and Quality
- The NRF evaluates each bidder’s written response to the specifications issued in accordance to published evaluation criteria and the associated scoring set outlined in this bid invitation. The evaluation consists of the mandatory minimum specifications in a “Meet/Not meet” format with further specifications requiring qualitative responses.
- Bidders making the minimum evaluation score will pass to the price/preference stage.
Stage 2B – Due Diligence Interviews
- Where circumstances justifies it, the NRF conducts interviews with shortlisted bidders for them to present further information or provide further proof to the evaluation committee. In these cases, the NRF may provide the areas of concern to the short listed bidders to address in their presentations.
Stage 3 – Price/Preference Evaluation
Basis of competition:
The NRF compares each bidder’s pricing proposal on an equal and fair comparison basis that is equitable to all bidders taking into account all aspects of the bids pricing requirements. The NRF conducts fair market-related pricing tests to arrive at an opinion of reasonableness of the bid price offered.
Due diligence tests for reasonableness of price:
The NRF conducts fair market-related pricing tests to arrive at an opinion of reasonableness of the bid price offered. Where these tests reflect defective pricing or pricing outside of the fair market-related price range, the evaluators will recommend price negotiation with the winning bidder to bring the price within the fair market-related price range.
Where the winning bidder did not want to participate in the price negotiation or not prepared to provide a fair market-related price, the NRF cancels the award and commences price negotiations with the second bidder in the price/preference ranking.
Ranking of the bidders pricing:
The NRF ranks the qualifying bids on price and preference points claimed in the following manner:
Price - with the lowest priced Bid meeting the minimum specification as stipulated in the threshold to qualify for this stage receiving the highest price score as set out in the Preferential Procurement Policy 2017 Regulations;
Preference - preference points as claimed in the preference claim form (SBD6.1) supported by a valid BBBEE certification are added to the price ranking scores.
Award recommendation:
The NRF nominates the bidder with the highest combined score for the contract award subject to the bidder having supplied the relevant administrative documentation.
BID PROCEDURE CONDITIONS:
Counter ConditionsThe NRF draws bidders’ attention that amendments to any of the Bid Conditions or setting of counter conditions by bidders will result in the invalidation of such bids.
Response Preparation Costs
The NRF is NOT liable for any costs incurred by a bidder in the process of responding to this Bid Invitation, including on-site presentations.
Cancellation Prior To Awarding
The NRF has the right to withdraw and cancel the Bid Invitation at any time prior to making an award especially where there is insufficient funds and where the award price is outside of the objective determined fair market-related price range (in terms of the Preferential Procurement Policy Framework Act 2017 Regulations).
Collusion, Fraud And Corruption
Any effort by Bidder/s to influence evaluation, comparisons, or award decisions in any manner will result in the rejection and disqualification of the bidder concerned.
Fronting
The NRF, in ensuring that bidders conduct themselves in an honest manner will, as part of the bid evaluation processes where applicable, conduct or initiate the necessary enquiries/investigations to determine the accuracy of the representation made in the bid documents. Should any of the fronting indicators as contained in the “Guidelines on complex Structures and Transactions and Fronting”, issued by the Department of Trade and Industry, be established during such inquiry/investigation, the onus will be on the bidder to prove that fronting does not exist. Failure to do so within a period of 7 days from date of notification will invalidate the bid/contract and may also result in the restriction of the bidder to conduct business with the public sector for a period not exceeding 10 years, in addition to any other remedies the NRF may have against the bidder concerned.
DISCLAIMERS
The NRF has produced this document in good faith. However, the NRF, its agents and its employees and associates, do not warrant its accuracy or completeness.
To the extent that the NRF is permitted by law, the NRF will not be liable for any claim whatsoever and how so ever arising (including, without limitation, any claim in contract, negligence or otherwise) for any incorrect or misleading information contained in this document due to any misinterpretation of this document.
The NRF makes no representation, warranty, assurance, guarantee or endorsements to any provider/bidder concerning the document, whether with regard to its accuracy, completeness or otherwise and the NRF shall have no liability towards the responding service providers or any other party in connection therewith.
THRESHOLD TO QUALIFY FOR PRICE/PREFERENCE EVALUATION STAGE
Bidders are not eligible for the Price and Preference scoring stage where they score less than the minimum threshold of :- 65% on total score
- Meeting all administrative MANDATORY requirements
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EVALUATION CRITERIA FOR EVALUATING BIDDERS RESPONSES (bidders will need to score a minimum threshold of 65% to be considered for pricing and bbbee evaluation)Selection Element / Weight / 0 / 1 / 2 / 3 / 4
1 / The number of proposed municipal districts per province to be covered / 10% / - / - / 1 municipal district per province / 2 municipal districts per province / 3 or more municipal districts per province
2 / Project leader qualification and number of years of experience in managing and implementing high school level educational projects in science, technology or innovation. / 20% / - / Project leaderhas a minimum of a NQF level 5qualificationand3 years’ experience in managing and implementing high school level educational projects in science, technology or innovation. / Project leader has a minimum of a NQF level 6qualification and4 years’ experience in managing and implementing high school level educational projects in science, technology or innovation. / Project leader has a minimum of a NQF level 6qualificationand5 years’ experience in managing and implementing high school level educational projects in science, technology or innovation. / Project leader has a minimum of a NQF level 6qualificationand6 or more years’ experience in managing and implementing high school level educational projects in science, technology or innovation.
3 / Distribution of schools across quintiles.
( / 15% / Proposal only targets schools in Quintile 4 or 5 / Proposal targets between 1 and 10 school/s in Quintile 1, 2 or 3. / Proposal targets between 10 and 15 schools in Quintile 1, 2 or 3 / Proposal targets more than 15 schools in Quintile 1, 2 or 3 / Proposal only targets schools in Quintile 1, 2 or 3
4 / Experience and qualification of the projectadministrator (as detailed in their curriculum vitae) / 10% / No qualification or experience / Project administrator has a minimum of a NQF level 5 qualification and less than 1 years’ experience in administration / Project administrator has a minimum of a NQF level 5 qualification and 1 to 2 years’ experience in administration / Project administrator has a minimum of a NQF level 5 qualification and 2 to 4 years’ experience in administration / Project administrator has a minimum of a NQF level 6 qualification and more than 4 years’ experience in administration
5 / Planned media coverage for the debates / 20% / - / - / Media plan meets criteria as stipulated in the scope of work / Media plan exceeds criteria as stipulated in the scope of work by two fold / Media plan exceeds criteria as stipulated in the scope of work by three fold
6 / A detailedimplementation plan including a clear timeline, venue details and aligned of the plan as perthe stipulated tournament dates. / 10% / No implementation plan included / Implementation plan included with no clear timelines / 1.) Implementation plan included with clear timelines
2.) Implementation timeline that aligns with stipulated tournament dates / 1.) Implementation plan included with a detailed task list and timelines
2.) Implementation timeline that aligns with stipulated tournament dates / 1.) Implementation plan included with a detailed task list and specific timelines
2.) Implementation timeline that aligns with stipulated tournament dates
3.)
Description of the appropriate venue to be used for tournaments
7 / Reference letters ( refer to reference letter format on pg. 54) / 15% / Reference letters provided do not provide evidence of science and technology related projects delivered for learners / - / Two of the submitted reference letters provide evidence of science and technology related projectsdelivered for learners to the satisfaction of the referee. / - / Three of the submitted reference letters provide evidence of science and technology related projects delivered for learners to the satisfaction of the referee.
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