HEAD: DEPARTMENT OF PUBLIC WORKS AND INFRASTRUCTURE
M.W. SEOKE
TENDER NUMBER:DPWFS RFP 019/2016
DISCIPLINE: ______
EXPRESSION OF INTEREST
FOR
QUALIFIED SERVICE PROVIDERS TO A PANEL OF PROJECT MANAGEMENT PROFESSIONAL AGENTS FOR THE FREE STATE DEPARTMENT OF PUBLIC WORKS AND INFRASTRUCTURE FOR A PERIOD OF THREE (3) YEARS.
2016
FREE STATE PROVINCIAL GOVERNMENT
QUALIFIED SERVICE PROVIDERS TO A PANEL OF PROJECT MANAGEMENT PROFESSIONAL AGENTS FOR THE FREE STATE DEPARTMENT OF PUBLIC WORKS AND INFRASTRUCTURE FOR A PERIOD OF THREE (3) YEARS.
REFERENCE NO. DPWFS RFP 019/2016
The Department of Public Works and InfrastructureP.O. Box 690
Medfontein Building
No. 153, St Andrews Street
Bloemfontein
Contact:
Name: Mr. Letshego Tau
Telephone: 051 – 409 8549/41 / Technical
Contact Person:
Mr. Moeketsi Lesibe
Telephone:051-403 7820
Bidder Name: ______
______
Professional Discipline
Construction Project Management Services: ______
Professional Body Registration No: ______
Professional Body: ______
FREE STATE PROVINCIAL GOVERNMENT
QUALIFIED SERVICE PROVIDERS TO A PANEL OF PROJECT MANAGEMENT PROFESSIONAL AGENTS FOR THE FREE STATE DEPARTMENT OF PUBLIC WORKS AND INFRASTRUCTURE FOR A PERIOD OF THREE (3) YEARS.
ContentsNumber / Heading
The Tender
Part T1: Tendering procedures
T1.1 / Tender Notice and Invitation to Tender
T1.2 / Tender Data
Part T2: Returnable documents
T2.1 / List of Returnable Documents
T2.2 / Returnable Schedules
The Contract
Part C1: Agreement and Contract Data
C1.1 / Form of Offer and Acceptance
C1.2 / Contract Data
Part C2: Pricing data
C2.1 / Pricing Instructions
C2.2 / Activity Schedule or Bills of Quantities
Part C3: Scope of Work
C3 / Scope of Works
Part C4: Site information
C4 / Site Information
THE TENDER
PART T1: TENDERING PROCEDURES
T1.1 - Tender Notice and Invitation to Tender
FREE STATE PROVINCIAL GOVERNMENT
QUALIFIED SERVICE PROVIDERS TO A PANEL OF PROJECT MANAGEMENTPROFESSIONAL AGENTS FOR THE FREE STATE DEPARTMENT OF PUBLIC WORKS AND INFRASTRUCTURE FOR A PERIOD OF THREE (3) YEARS.
DEPARTMENT OF PUBLIC WORKSAND INFRASTRUCTURE
T1.1 Tender Notice and Invitation to Tender
The Department of Public Works and Infrastructure, Free State Provincial Government, invites Professional teal Teams for:BID NO.:
DPWFS RFP 019/2016
THE FOLLOWING DISCIPLINE IS INVITED :
- Project Management Services
The Department of Public Works and Infrastructure commits itself to the advancement of Broad Based Black Economic Empowerment (B-BBEE) imperatives and thus, the successful bidders will be required to employ 60% black youth towards contributing to job creation.
It shall also be a condition of this tender that subcontracting should be arranged with the Department as part of contractor development.
The physical address for collection of tender documents is:
Department of Public Works and Infrastructure
Medfontein Building
Room 414
No. 153 St Andrews Street
Bloemfontein
Documents may be collected during working hours after 08:00 until 16:00 from 05 August 2016.
Tender documents will be available for free on request from office 414, Medfontein Building and/or they can be downloaded from the Tender Bulletin website.
Queries relating to the issue of these documents may be addressed to Mr. Letshego Tau Tel No 051 – 409 8549, email: d Mr. Moeketsi Lesibe Tel No 051 – 403 7820 or
There will not be any briefing session held for this RFP. However, any enquiries may be directed to the relevant Departmental Officials as listed above.
The closing time for receipt of tenders is 11h00, on Monday 05September 2016.
Telegraphic, telephonic, telex, facsimile and late tenders will not be accepted.
Requirements for sealing, addressing, delivery, opening and assessment of tenders are stated in the Tender Data.
PART T1: TENDERING PROCEDURES
T1.2 - Tender Data
T.1.2 BID DATA
Clause numberThe conditions of tender are the Standard Conditions of Tender as contained in AnnexF of the CIDB Standard for Uniformity in Construction Procurement (January 2009) as published in Government Gazette No 31823, Board Notice 12 of 2009 of 30 January 2009. (See
The Standard Conditions of Tender make several references to the Tender Data for details that apply specifically to this tender. The Tender Data shall have precedence in the interpretation of any ambiguity or inconsistency between it and the Standard Conditions of Tender.
Each item of data given below is cross-referenced to the clause in the Standard Conditions of Tender to which it mainly applies.
F.1.1 / The employer is the Free State Department of Public Works and Infrastructure
F.1.2 / For this contract the following documents will be adopted:
The single volume procurement document issued by the employer comprises of the following:
Bid
Part T1: Bidding procedures
T1.1 - Bid notice and invitation to tender
T1.2 - Bid data
Part T2: Returnable documents
T2.1 - List of returnable documents
T2.2 - Returnable schedules
The Contract
Part C1: Agreements and Contract data
C1.1 - Form of offer and acceptance
C1.2 - Contract data
Part C2: Pricing Data
C2.1 – Pricing Schedule
Part C3: Scope of Works
C3.1 – Scope of Works
Part C4: Site Information
C4.1 – Site Information
Appendices
A. Standard Conditions of Bid
F.1.4 / The Employer’s agent for the purpose of this tender is deemed to be the authorised and designated representative of the Employer.
Name: Moeketsi Lesibe– 051403 7820 (Technical)
Name: Letshego Tau – 051409 8549/41 (Bidding Process)
F.2.1 / Only those Bidders who satisfy the following eligibility criteria are eligible to submit tenders:
- The Bidder is a Firm.
- Bidders that satisfy the criteria stated in the tender data and the tenderer or any of his principles is not under any restriction to do business with the employer.
F.2.7 / N/A
F.2.8 / Tenderers may request clarification of the tender documents by notifying the employer at least five (5) working days before the closing time and date stated in the tender data.
F.2.12 / No alternative tender offers will be considered
F.2.13.2 / The list of Returnable Documents identifies which of the documents a tenderer must complete when submitting a tender offer. The tenderer must submit his tender offer by completing the Returnable Documents, signing the “Offer” section in the “Form of Offer and Acceptance” and delivering the Returnable Documents back to the Department.
F.2.13.4 / Sign the original and all copies of the tender offer where required in terms of the tender data. The employer will hold all authorized signatories liable on behalf of the tenderer. Signatories for tenderers proposing to contract as joint ventures shall state which of the signatories is the lead partner whom; the employer shall hold liable for the purpose of the tender offer.
F.2.13.5
F.2.15.1 / The employer’s details and address for delivery of tender offers and identification details that are to be shown on each tender offer package are:
Location of tender box: Foyer of Medfontein Building, No. 153St’ Andrews Street,Department of Public Works and Infrastructure Bloemfontein, Free State Province
Physical address: St Andrew Street; Medfontein Building (Main Entrance), Bloemfontein.
Identification details: Tenders are to be clearly marked with the name of the tender “DPWFSRFP 019/2016: Project Management Services”
F.2.13.9 / Telephonic, telegraphic, telex, facsimile or e-mailed tender offers will not be accepted.
F.2.14 / Tenderers are alerted that tender offers which do not provide all the data or information requested completely and in the form required, may be regarded by the employer as non-responsive.
F.2.15 / The closing time for submission of tender offers is as stated in the Tender Notice and Invitation to Tender.
F.2.16 / The tender offer validity period is 90 calendar days.
F.2.23 / The tenderer is required to submit with his tender an original and valid Tax Clearance Certificate issued by the South African Revenue Services.
F.3.4 / Tenders will be opened immediately after the closing time for tenders The location for opening of the tender offers, immediately after the closing time thereof shall be at:
Room 414, Fourth Floor, Medfontein Building
No. 153, St Andrews Street
Bloemfontein
F.3.11.1 / The procedure for the evaluation of responsive tenders is: Method 2 with functionality.
F.3.11 / Scoring Financial Offer:
Tender offers will be scored using the following formula:
NFO = Pm/P x W1
where
NFO = number of tender evaluation points awarded for thefinancial offer.
W1 = the percentage score given for financial offer as stated in the Notice and Invitation to Tender T1.1
Pm = the comparative offer of the most favourable tender offer.
P = the comparative offer of tender offer under consideration.
where
W1 = the number of tender evaluation points for financial offer and equals:
1) 90 where the financial value inclusive of VAT of all responsive tenders received have a value in excess of R 1 000 000; or
2) 80 where the financial value inclusive of VAT of one or more responsive tender offers equals or is less than R 1 000 000..
Scoring Preferences:
Up to 10 points will be awarded to the tenderer who completes the preferencing schedule and who is found to be eligible for the preference claimed.
F.3.11.3 / The functionality criteria and maximum score in respect of each of the criteria for a particular service are as follows:
a)Tender offers scoring less than a minimum of 50 points in respect of the 100 total evaluation points for functionality will be regarded as non-responsive and removed from any further evaluation.
Applicable Value Ranges:
1 = Poor, 2 = Fair, 3 = Average, 4 = Good, and 5 = Excellent
CRITERIA / GUIDELINE FOR CRITERIA / WEIGHT
Lead Engineer / Minimum Qualifications and Professional Registration
- Degree with at 3 years’ experience
- B Tech with at least 5 years
- National Diploma with at least 7 years’ experience
Professional Registration is a must for any category / 40
The Professional Team /
- Degree in built environment
- B-Tech in built environment
- National in built environment
Minimum of one professional / 40
Location of Service Provider / Head Office in the Free State = 5
Branch or Operational office based in the Free State = 3
No office in the Free State = 1 / 20
100
F.3.13.1 / Bids will only be accepted if:
a)A valid Tax Clearance Certificate, or a unique security Personal Identification number (PIN) issued by the South African Revenue Services (where Consortium / Joint Venture / Sub-contractors are involved, each party to the association must submit a separate Valid Tax Clearance Certificate or a unique security personal Identification number);
b)Municipal services (water, sanitation, rates and electricity) clearance certificate or Lease Agreement with a Current Bill of Account not owing more than ninety (90) days;
c)Copy of valid registration certificate or proof of payment of fees with relevant statutory body such as Engineering Council of South Africa.
d)the Bidder or any of its directors/shareholders is not listed on the Register of Tender Defaulters in terms of the Prevention and Combating of Corrupt Activities Act of 2004 as a person prohibited from doing business with the public sector;
e)the Bidder or any of its directors/shareholders is not listed on the database of Restricted Suppliers;
f)the Bidder has not:
i) abused the Employer’s Supply Chain Management System; or
ii) failed to perform on any previous contract and has been given a written notice to this effect;
g)The Bidder or any of its principals, directors or managers is not employed in the service of the State or any municipality. In the event that such principals are involved, official approval from the Executing Authority regarding carrying out remunerative work outside of the public service must be included in the tender submission; and
f)The Bidder has completed the Compulsory Enterprise Questionnaire and there are no conflicts of interest which may impact on the tenderer’s ability to perform the contract in the best interests of the employer or potentially compromise the tender process and persons in the employ of the state are permitted to submit tenders or participate in the contract.
F.3.18 / The number of paper copies of the signed contract to be provided by the employer is one.
PART T2: RETURNABLE DOCUMENTS
T1.2 – List of Returnable Documents
STATE PROVINCIAL GOVERNMENT
DEPARTMENT OF PUBLIC WORKSAND INFRASTRUCTURE
BID NO: DPWFS RFP 019/2016
QUALIFIED SERVICE PROVIDERS TO A PANEL OF PROJECT MANAGEMENT PROFESSIONAL AGENTS FOR THE FREE STATE DEPARTMENT OF PUBLIC WORKS AND INFRASTRUCTURE FOR A PERIOD OF THREE (3) YEARS.
T2.1 List of Returnable Documents
The tenderer must complete the following returnable documents:1 Returnable Schedules required only for tender evaluation purposes
- Compulsory Enterprise Questionnaire
- Certificate of Resolution of board of Directors
- Certificate of Resolution of board of Director to enter into Consortia or Joint Venture
- Certificate of Special Resolution of Consortia or Joint Venture
- Record of Addenda to Tender Documents
- Proposed Amendments and Qualifications
- Practice Declaration Affidavit
- Schedule of the Tenderer’s Experience
- Tax Clearance requirement – SBD 2
- Declaration of Interest – SBD 4
- Preferential Point Claim Form – BBBEE Status Level of Contribution– SBD 6.1
- Declaration of Supply Chain Management Practices – SBD 8
- Certificate of Independent Bid Determination – SBD 9
- Preferential Point Claim Form – BBBEE Status Level of Contribution
- Preferencing Schedule (direct preferences)
5 C1.1 The offer portion of the C1.1 Offer and Acceptance
6 C1.2 Contract Data (Part 2)
7 C2. Pricing Data
C2.1 Pricing Instruction
RESOLUTION OF BOARD OF DIRECTORS
RESOLUTIONof ameetingof theBoardof *Directors/Members/Partnersof:
(legallycorrectfullnameandregistrationnumber,ifapplicable,ofthe Enterprise)
Heldat (place)
on (date)
RESOLVEDthat:
1TheEnterprisesubmitsaTendertotheDepartmentof Public Works and Infrastructure, Free State Province inrespectof thefollowingproject:
(projectdescription asper Tender Document)
TenderNumber: (TenderNumberas perTenderDocument)
2*Mr/Mrs/Ms:
in*his/herCapacityas: (PositionintheEnterprise)
andwhowillsignasfollows:
be,andishereby,authorised tosigntheTender,andany andallotherdocumentsand/or correspondence inconnectionwithandrelatingtotheTender,aswellastosignanyContract,andany andalldocumentation,resultingfrom theawardof theTendertotheEnterprisementionedabove.
Name / Capacity / Signature1
2
3
4
5
6
7
8
Note:ENTERPRISESTAMP
1.*Delete which isnotapplicable.
2.NB.Thisresolutionmustbesignedbyall theDirectors/Members/Partnersof the Tendering Enterprise.
1
RESOLUTION OF BOARD OF DIRECTORSTOENTER INTO CONSORTIAOR JOINT VENTURES
RESOLUTIONof ameetingof theBoardof *Directors/Members/Partnersof:
(Legallycorrectfullnameandregistrationnumber,ifapplicable,ofthe Enterprise)
heldat (place) on (date) RESOLVEDthat:
1 TheEnterprisesubmitsaTender,inconsortium/jointventurewiththefollowingEnterprises:
(Listallthelegallycorrectfullnamesandregistration numbers,ifapplicable,ofthe Enterprisesforming theconsortium/joint venture)
totheDepartmentof Public Works and Infrastructure, Free State Province inrespectof thefollowingproject:
(Projectdescriptionasper TenderDocument)
TenderNumber: (Tender Number asper Tender Document)
2 *Mr/Mrs/Ms:
in*his/herCapacityas: (Positionin the Enterprise)
andwhowillsignasfollows:
be,andishereby,authorisedtosignaconsortium/joint ventureagreementwiththepartieslistedunder item1above,andany andallotherdocuments and/orcorrespondenceinconnectionwithandrelatingto theconsortium/jointventure,inrespectof theprojectdescribedunderitem 1above.
3 TheEnterpriseacceptjointandseveralliabilitywiththepartieslistedunderitem1aboveforthedue fulfilmentoftheobligationsofthe jointventurederivingfrom, andin anywayconnectedwith,theContractto beenteredintowiththeDepartmentinrespectoftheprojectdescribedunderitem1above.
4 TheEnterprisechoose asitsdomiciliumcitandi etexecutandiforallpurposes arising fromthisjointventure agreementandtheContractwiththeDepartmentinrespectoftheprojectunderitem1above:
Physicaladdress:
(code)
PostalAddress:
(code)
Telephonenumber:
(code)
Faxnumber:
(code
Name / Capacity / Signature1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
Note:ENTERPRISESTAMP
1.* Delete whichisnotapplicable.
2.NB.Thisresolutionmustbesignedbyall theDirectors/Members/Partnersof the Tendering Enterprise.
3.Should the number of Directors / Members/Partnersexceed the space available above, additional names, capacityand signaturesmustbe supplied ona separatepage.
SPECIAL RESOLUTION OF CONSORTIAOR JOINT VENTURES
RESOLUTIONofameetingofthedulyauthorizedrepresentatives ofthefollowinglegalentitieswhohave entered intoaconsortium/jointventuretojointlytenderfortheprojectmentionedbelow:(legallycorrectfullnames andregistrationnumbers,ifapplicable,ofthe Enterprisesforminga consortium/jointventure)
1
2
3
4
5
6
7
8
Heldat (place)
on (date)
RESOLVEDthat:
A. Theabove-mentionedEnterprisessubmitatender inconsortium/jointventuretotheDepartmentofPublic and Infrastructure Works, Free State Province inrespectof thefollowingproject:
(Projectdescriptionasper TenderDocument)
TenderNumber: (Tender Number asper Tender Document)
B. Mr/Mrs/Ms:
in*his/herCapacityas: (Positionin the Enterprise)
andwhowillsignasfollows:
be,and ishereby,authorisedto signthetender,andanyandallotherdocumentsand/orcorrespondence inconnectionwithandrelatingtothetender,aswellastosignany Contract,andany andall documentation,resultingfromtheawardofthetendertotheEnterprisesinconsortium/jointventure mentionedabove.
C. TheEnterprisesconstitutingtheconsortium/jointventure,notwithstandingitscomposition,shallconduct allbusinessunderthenameandstyleof:
D. TheEnterprisestotheconsortium/jointventureacceptjointandseveralliabilityfortheduefulfilmentof theobligationsofthe consortium/jointventurederivingfrom,andinanywayconnectedwith,theContract enteredintowiththeDepartmentinrespectof theprojectdescribedunderitem Aabove.
E. AnyoftheEnterprises totheconsortium/jointventureintendingtoterminatetheconsortium/jointventure agreement, forwhateverreason,shallgivetheDepartment 30dayswrittennoticeofsuchintention. Notwithstandingsuchdecisiontoterminate,theEnterprisesshallremainjointlyand severallyliabletothe Departmentfortheduefulfilmentoftheobligationsoftheconsortium/joint ventureasmentionedunder item Dabove.
F. NoEnterprisetotheconsortium/joint ventureshall,withoutthepriorwrittenconsentoftheother Enterprisestotheconsortium/jointventureandoftheDepartment,cedeanyofitsrightsorassign anyof itsobligationsundertheconsortium/joint ventureagreementinrelationtotheContractwiththe Departmentreferredtoherein.
G. TheEnterpriseschooseasthedomiciliumcitandietexecutandioftheconsortium/jointventureforall purposesarisingfromtheconsortium/joint ventureagreementandtheContractwiththeDepartmentin respectof theprojectunderitem Aabove:
Physicaladdress:
(code)
PostalAddress:
(code)
Telephonenumber:
(code)
Faxnumber:
Compulsory Enterprise Questionnaire
The following particulars must be furnished. In the case of a joint venture, separate enterprise questionnaires in respect of each partner must be completed and submitted.Section 1: Name of enterprise: ......
Section 2: VAT registration number, if any: ......
Section 3: CIDB registration number, if any: ......
Section 4: Particulars of sole proprietors and partners in partnerships
Name* / Identity number* / Personal income tax number*
* Complete only if sole proprietor or partnership and attach separate page if more than 3 partners
Section 5: Particulars of companies and close corporations
Company registration number ......
Close corporation number ......
Tax reference number ......
Section 6: Record in the service of the state
Indicate by marking the relevant boxes with a cross, if any sole proprietor, partner in a partnership or director, manager, principal shareholder or stakeholder in a company or close corporation is currently or has been within the last 12 months in the service of any of the following:
a member of any municipal council
a member of any provincial legislature
a member of the National Assembly or the National Council of Province
a member of the board of directors of any municipal entity
an official of any municipality or municipal entity / an employee of any provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act 1 of 1999)
a member of an accounting authority of any national or provincial public entity
an employee of Parliament or a provincial legislature
If any of the above boxes are marked, disclose the following:
Name of sole proprietor, partner, director, manager, principal shareholder or stakeholder / Name of institution, public office, board or organ of state and position held / Status of service
(tick appropriate column)
Current / Within last 12 months
*insert separate page if necessary
Section 7: Record of spouses, children and parents in the service of the state
Indicate by marking the relevant boxes with a cross, if any spouse, child or parent of a sole proprietor, partner in a partnership or director, manager, principal shareholder or stakeholder in a company or close corporation is currently or has been within the last 12 months been in the service of any of the following:
a member of any municipal council
a member of any provincial legislature
a member of the National Assembly or the National Council of Province
a member of the board of directors of any municipal entity
an official of any municipality or municipal entity / an employee of any provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act 1 of 1999)
a member of an accounting authority of any national or provincial public entity
an employee of Parliament or a provincial legislature
Name of spouse, child or parent / Name of institution, public office, board or organ of state and position held / Status of service
(tick appropriate column)
Current / Within last 12 months
*insert separate page if necessary
The undersigned, who warrants that he / she is duly authorised to do so on behalf of the enterprise:
i) authorizes the Employer to obtain a tax clearance certificate from the South African Revenue Services that my / our tax matters are in order;
ii) confirms that the neither the name of the enterprise or the name of any partner, manager, director or other person, who wholly or partly exercises, or may exercise, control over the enterprise appears on the Register of Tender Defaulters established in terms of the Prevention and Combating of Corrupt Activities Act of 2004;
iii) confirms that no partner, member, director or other person, who wholly or partly exercises, or may exercise, control over the enterprise appears, has within the last five years been convicted of fraud or corruption;
iv) confirms that I / we are not associated, linked or involved with any other tendering entities submitting tender offers and have no other relationship with any of the tenderers or those responsible for compiling the scope of work that could cause or be interpreted as a conflict of interest; and
iv) confirms that the contents of this questionnaire are within my personal knowledge and are to the best of my belief both true and correct.
Signed / Date
Name / Position
Enterprise name
Record of Addenda to tender documents