PUBLISHED DATE: / 09 SEPTEMBER2016
CLOSING DATE AND TIME: / 07 OCTOBER 2016 @11H00
VALIDITY PERIOD: / 60 days
NON - COMPULSORY BREIFING SESSION: / 15 SEPTEMBER 2016
BID DESCRIPTION: / APPOINTMENT OF AN EVENTS MANAGEMENT COMPANY
THAT WILL PROVIDE COMPREHENSIVE EVENT MANAGEMENT
SERVICES (FLOWER FESTIVAL) ON BEHALF OF THE FSTA FOR THE PERIOD OF 11 -12 NOVEMBER 2016 AT PARYS.
BIDDING DOCUMENTS MAY POSTED TO: / OR / HAND DELIVERED TO BID BOX SITUATED AT:
Enquiries my be referred to
email: / 99 KOPPIES BUILDING, PRESIDENT REITZ STREET, WESTDENE, BLOEMFONTEIN 9300
PLEASE PROVIDE US WITH THE FOLLOWING INFORMATION
SUPPLIER DATABASE NUMBER
UNIQUE REGISTRATION REFERENCE NUMBER
OWNERSHIP PERCENTAGE / SMME / WOMAN / YOUTH / ESTABLISHED
FREE STATE TOURISM AUTHORITY (FSTA)
SBD 1
HAS AN ORIGINAL AND VALID TAX CLEARANCE CERTIFICATE BEEN SUBMITTED? (SBD 2) YES or NO
HAS A B-BBEE STATUS LEVEL VERIFICATIONCERTIFICATE BEEN SUBMITTED? (SBD 6.1) YES or NO
IF YES, WHO WAS THE CERTIFICATE ISSUED BY?
AN ACCOUNTING OFICER AS CONTEMPLATED IN THE CLOSE CORPORATION ACT (CCA)…….…………….………………………… ………...
A VERIFICATION AGENCY ACCREDITED BY THE SOUTH AFRICAN ACCREDITATION SYSTEM(SANAS); OR………………………………….…
A REGISTERED AUDITOR ………………………………...………..
[TICK APPLICABLE BOX]
(A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE)
SIGNATURE OF BIDDER ………………………………………………………………………………………………………………..
DATE………………………………………………………………………………………………………………..
CAPACITY UNDER WHICH THIS BID IS SIGNED…………………………………………………………………………………………………………………
TOTAL BID PRICE……………………………………...TOTAL NUMBER OF ITEMS OFFERED…………………………………
ANY ENQUIRIES REGARDING THE BIDDING PROCEDURE MAY BE DIRECTED TO:
Entity: Free state tourism Authority
Contact Person: Mr Kagisho Moreeng / Lefa Kalane
Tel:051-409 9900
ANY ENQUIRIES REGARDING TECHNICAL INFORMATION MAY BE DIRECTED TO:
Contact Person: Kgotso Thole / Tshediso Lerumo
Tel: 051-409 9900 /
E-mail address:
SBD 1
FREE STATE FLOWER FESTIVAL
REQUESTS FOR PROPOSALS
BID NUMBER: FSTA:02/2016/2017
TENDER DESCRIPTION: APPOINTMENT OF AN EVENTS MANAGEMENT COMPANY THAT WILL PROVIDE COMPREHENSIVE EVENT MANAGEMENT SERVICES (FLOWER FESTIVAL) ON BEHALF OF THE FSTA FOR THE PERIOD OF 11 -12 NOVEMBER 2016 AT PARYS.
BACKGROUND, OVERVIEW AND SCOPE OF REQUIREMENTS
- Background of the Entity
The higher purpose of the Free State Tourism is informed by the amended Free State Tourism Authority Act, 2011 (Act 4 of 2011), which mandates the authority to achieve four important goals, which are:
(i)Marketing of tourism,
(ii)Promotion of tourism; and
(iii)Development of sustainable tourism within the province
(iv)Promotion of major sports events to promote tourism.
The purpose of the FSTA is constituted by, it’s mandate, vision, mission and strategic goals.
The Vision
The vision of the FSTA is to be the number one tourism destination of choice.
The Mission
Our mission is to market the Free State as a tourist destination and mobilise all key stakeholders towards the creation of sustainable tourism industry characterised by diversity, value for money and hospitality, as well as to facilitate an environment for new tourism development opportunities.
Overview of the Event
The inaugural Free State Flower Festival will take place from 11-12 November 2016 in Parys. An “absolutely spectacular” colourful festival has been added to the South African events calendar. The Free State Flower Festival, scheduled to take place in Parys, will include dancers, massive float and giant flowers puppets performing around a spectacular flower precinct in Disney-like flower story. It will be the a fully-fledged, massive flower parade take to the streets, anywhere in South Africa. The event is a joint venture between the governments of the Free State and Madeira, who host the world’s largest flower festival. It is meant to have joint trade and tourism benefits.
The Festival will have three main components:
- A Flower Forum: A gathering of leading local and international experts from the flower industry; incorporating presentations on local, national and world trends. The theme of the Forum will be the unlocking of flower export opportunities.
- A Flower Parade: The highlight of the event will be an extravaganza of colour, featuring choreographed performers, adorned in flowers and magnificent floral outfits. Participants will parade in one choreographed movement, through the main tourism street of Parys on float processions.
- Flower Precinct: This will be an area, where several floral exhibits will be located. It will also include regional exhibitors, wholesalers, retailers and food and beverage providers. Various activities and fun-themed events will be staged over the two days of the Festival and will provide entertainment for the entire family.
To complete this event or project, expert services and provisions are required. Below is a list of such requirements attached to numbered Requests for Proposals. Service providers are invited to respond.
- PURPOSE
The purpose of this request is to appoint a suitable service provider in the Event Management Industry.
- THE FOLLOWING MINIMUM REQUIREMENTS WILL APPLY:
1. Original South African Revenue Services (SARS) valid Tax Clearance Certificate
2. Copy of Company Registration documents.
3. Completed and signed SBD forms 4; 6.1; 2; 8 and 9 and National Treasury Conditions of contract (initialed).
4. Proposal will be evaluated on PPPFA 90/10 points system.
5. Price(s) quoted must be valid for at least sixty (60) days from the date of your offer and be according to the proposed specifications.
6. Price(s) quoted must be firm and inclusive of VAT (If VAT registered)
7. All Proposal must be prepared according to the scope of work.
8. BBBEE Certificate.
- SCOPE OF REQUIREMENTS. (DELIVARABLES)
FREE STATE TOURISM AUTHORITY SEEKS TO APPOINT THE EVENTS MANAGEMENT COMPANY THAT WILL PROVIDE COMPREHENSIVE EVENT MANAGEMENT SERVICES (FLOWER FESTIVAL) ON BEHALF THE FSTA FOR THE PERIOD OF 11 -12 NOVEMBER 2016 AT PARYS.
The events management services are expected to provide the following categories stipulated below:
a) Item 1: GRANDSTAND
b) Item 2: FLOWERS
c) Item 3: SOUND AND LIGHTS
d) Item 4:MARKETING AND PROMOTION
SPECIFICATIONS OR PROPOSALS ARE AS FOLLOWS
ITEMNO / DESCRIPTION
1 / GRANDSTAND
The supply of temporary outdoor stands to provide seating for spectators at the Free State Flower Festival.
Frames welded with interlocking system, ties, braces, ben and deck units that lock together to form a quick erect, structural support system. Frames height 1 meter with 250mm slope.
More clarity will be provided at briefing session on the 15 September 2016.
2 / FLOWERS
FSTA requires the services of a company to provide flowers and décor for the Free State Flower Festival. The provider will be required to provide and source flowers well in advance of commencement as they will be used in construction of floats, décor and carpets. The supplier will report to the Artistic Director.
Requirements
The supply of 100 000 flowers to the Free State Flower Festival.
The provision and execution of décor services to the Free State Flower Festival for:
- Forum
- Parade
- Precinct
Please provide list of flowers to be delivered.
Variety of Fresh flowers
Flowers should be fresh for more than three days after delivery.
More clarity will be provided at briefing session on the 15 September 2016.
3 / SOUND AND LIGHTS
The supply of sound and lighting at the Free State Flower Festival as per direction for:
- Forum.
- Parade.
- Precinct.
More clarity will be provided at briefing session on the 15 September 2016.
4 / MARKETING AND PROMOTION
- Electronic media (interviews, radio, television)
- Print media (newspapers)
- Project deliverable by the service provider
- Provide technical support and advice e.g. on the venues, sound, lighting.
- Negotiate and liaise with the venues and other service provider on behalf of FSTA to ensure that the specifications of the events are met by the prospective service and venue provider.
- Resolves problems with the venue providers and other service provider.
- Develop a comprehensive action plan, function lists and event specifications in a form of a project plan.
- Funding plan of the project should be provided.
- Attend all meetings as requested by the Entity relating to the event.
- Monitor implementation during planning and execution of the event.
- Deploy staff during the hosting of the events, all staff requirement i.e. delivery and handling of flowers, sound and lighting etc. should be for the account of the appointed service provider.
- The appointed service provider must provide clarity, advice and collaborate with the other service providers that will be organized by the Entity (FSTA).
- Variety of fresh flowers should be delivered.
- Flowers will be the property of the Entity after the event.
- Flowers should be delivered 3 days before the event starts
- Flowers delivered should be able to remain fresh for more than 4 days.
- EVALUATION OF THE PROPOSAL
Tender proposal will be evaluated in accordance with the 90/10 preference point system, as contemplated in the Preferential Procurement Regulations of 2011 and will be apportioned and weighted accordingly.The following preferential points system will be applicable to this bid which value is estimated to exceed R1 million (all taxes included).
- FUNCTIONALITY CRITERIA
The following functionality criteria will be used for evaluating all tenders / bid proposal, where the proposal must achieve an overall minimum score of 60% for functionality criteria to qualify for further evaluation for preferential points:
All proposals will be evaluated on the following criteria indicated below:
1 Poor- 2 Fair – 3 Good – 4 Very good – 5 Excellent
No. / Technical Criteria / Weight1. /
- Company track record demonstrating previous experience in similar projects
- Details should include the following:
- Description of work delivered
Contact Details
Value of project
- Note that the Project and/or work performed should not be older than five
2. / Experience of Personnel to be Seconded
- CV of the personnel should be provided
3. /
- FUNDING PLAN OF THE PROJECT
TOTAL / 45
Minimum Threshold 60 % for Technical Criteria
Tax clearance requirements
SBD 2
- It is a condition of bid that the taxes of the successful bidder must be in order, or that satisfactory arrangements have been made with South African Revenue Service (SARS) to meet the bidder’s tax obligations.
- In order to meet these requirement bidders are required to complete in full the attached form TCC 001 “Application for a Tax Clearance Certificate” and submit it to any SARS branch office nationally. The Tax Clearance Certificate requirements are also applicable to foreign bidders/individuals who wish to submit bids.
- SARS shall then furnish the bidder with a Tax Clearance Certificate that shall be valid for a period of one (1) year from the date of approval.
- The original Tax Clearance Certificate must be submitted together with the bid. Failure to submit the original and valid Tax Clearance Certificate shall result in the invalidation of the bid. Certified copies of the Tax Clearance Certificate shall not be acceptable.
- In bids where Consortia / Joint Ventures / subcontractors are involved, each party must submit a separate Tax Clearance Certificate.
- Copies of the TCC 001 “Application for a Tax Clearance Certificate” form are available from any SARS branch office nationally or on the website 0.
- Applications for the Tax Clearance Certificates may also be made via eFiling. In order to use this provision, taxpayers shall need to register with SARS as eFilers through the website
TAX CLEARANCE
Application for a Tax Clearance Certificate
Particulars of applicant
Particulars of representative (Public Officer/Trustee/Partner)
Page 1 of 2
Particulars of tender (If applicable)
Audit
Appointment of representative/agent (Power of Attorney)
Declaration
Notes:
1It is a serious offence to make a false declaration.
2.Section 75 of the Income Tax Act, 1962, states: Any person who
(a) fails or neglects to furnish, file or submit any return or document as and when required by or under this Act; or
(b) without just cause shown by him, refuses or neglects to
(i) furnish, produce or make available any information, documents or things;
(ii) reply to or answer truly and fully, any questions put to him ...
As and when required in terms of this Act ... shall be guilty of an offence ...
- SARS shall, under no circumstances, issue a Tax Clearance Certificate unless this form is completed in full.
- Your Tax Clearance Certificate shall only be issued on presentation of your South African Identity Document or Passport (Foreigners only) as applicable.
SBD 4
DECLARATION OF INTEREST
1.Any legal person, including persons employed by the state¹, or persons having a kinship with persons employed by the state, including a blood relationship, may make an offer or offers in terms of this invitation to bid (includes an advertised competitive bid, a limited bid, a proposal or written price quotation). In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the state, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her positionin relation to the evaluating/adjudicating authority where-
-the bidder is employed by the state; and/or
-the legal person on whose behalf the bidding document is signed, has a relationship with persons/a person who are/is involved in the evaluation and or adjudication of the bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and or adjudication of the bid.
2.In order to give effect to the above, the following questionnaire must be completed and submitted with the bid.
2.1Full Name of bidder or his or her representative: …………………………………………………………......
2.2Identity Number:………………………………………………………………………………………………......
2.3Position occupied in the Company (director, trustee, shareholder², member): ……………………………………………………………………………………………………………………......
2.4Registration number of company, enterprise, close corporation, partnership agreement or trust: ………………………………………………………………………..………….………………………………......
2.5Tax Reference Number: ………………………………………………………………………………………......
2.6VAT Registration Number: ………………………………………………………………………………......
2.6.1The names of all directors / trustees / shareholders / members, their individual identity numbers, tax reference numbers and, if applicable, employee / PERSAL numbers must be indicated in paragraph 3 below.
¹“State” means –
(a)any national or provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act No. 1 of 1999);
(b)any municipality or municipal entity;
(c)provincial legislature;
(d)national Assembly or the national Council of provinces; or
(e)Parliament.
²”Shareholder” means a person who owns shares in the company and is actively involved in the management of the enterprise or business and exercises control over the enterprise.
2.7Are you or any person connected with the bidder YES / NO
presently employed by the state?
2.7.1If so, furnish the following particulars:
Name of person / director / trustee / shareholder/ member: ……....………………………………......
Name of state institution at which you or the person
connected to the bidder is employed : ………………………………………......
Position occupied in the state institution: ………………………………………......
Any other particulars:
………………………………………………………………......
………………………………………………………………......
………………………………………………………………......
2.7.2If you are presently employed by the state, did you obtainYES / NO
the appropriate authority to undertake remunerative
work outside employment in the public sector?
2.7.2.1If yes, did you attach proof of such authority to the bidYES / NO
document?
(Note: Failure to submit proof of such authority, where
applicable, may result in the disqualification of the bid.
2.7.2.2If no, furnish reasons for non-submission of such proof:
……………………………………………………………………......
……………………………………………………………………......
……………………………………………………………………......
2.8Did you or your spouse, or any of the company’s directors/ YES / NO
trustees / shareholders/ members or their spouses conduct
businesswith the state in the previous twelve months?
2.8.1If so, furnish particulars:
…………………………………………………………………......
…………………………………………………………………......
…………………………………………………………………......
2.9Do you, or any person connected with the bidder, haveYES / NO
any relationship (family, friend, other) with a person
employed by thestate and who may be involved with
the evaluation and or adjudication of this bid?
2.9.1If so, furnish particulars.
……………………………………………………………......
…………………………………………………………..…......
………………………………………………………………......
2.10 Are you, or any person connected with the bidder,YES/NO
aware of any relationship (family, friend, other) between
any other bidder and any person employed by the state
who may be involved with the evaluation and or adjudication
of this bid?
2.10.1 If so, furnish particulars.
………………………………………………………………......
………………………………………………………………......
………………………………………………………………......
2.11Do you or any of the directors / trustees /shareholders / members YES/NO
of the company have any interest in any other related companies
whether or not they are bidding for this contract?
2.11.1If so, furnish particulars:
……………………………………………………………………………......
……………………………………………………………………………......
3Full details of directors / trustees / members / shareholders.
FULL NAME / IDENTITY NUMBER / PERSONAL INCOME TAX REFERENCE NUMBER / STATE EMPLOYEE NUMBER / PERSAL NUMBER4DECLARATION
I, THE UNDERSIGNED (NAME)………………………………………………………………………
CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2 and 3 ABOVE IS CORRECT.
I ACCEPT THAT THE STATEMAY REJECT THE BID OR ACT AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.
______
SIGNATUREDATE
______
POSITION NAME OF BIDDER
SBD 6.1
PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2011
This preference form must form part of all bids invited. It contains general information and serves as a claim form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) Status Level of Contribution
NB:BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF B-BBEE, AS PRESCRIBED IN THE PREFERENTIAL PROCUREMENT REGULATIONS, 2011.
- GENERAL CONDITIONS
1.1The following preference point systems are applicable to all bids:
-the 80/20 system for requirements with a Rand value of up to R1 000 000 (all applicable taxes included); and
-the 90/10 system for requirements with a Rand value above R1 000 000 (all applicable taxes included).
1.2The value of this bid is estimated to exceed/not exceed R1 000 000 (all applicable taxes included) and therefore the90/10 system shall be applicable.
1.3Preference points for this bid shall be awarded for:
(a)Price; and
(b)B-BBEE Status Level of Contribution.
1.3.1The maximum points for this bid are allocated as follows:
POINTS
1.3.1.1PRICE………………
1.3.1.2B-BBEE STATUS LEVEL OF CONTRIBUTION………………
Total points for Price and B-BBEE must not exceed………………
1.4Failure on the part of a bidder to fill in and/or to sign this form and submit a B-BBEE Verification Certificate from a Verification Agency accredited by the South African Accreditation System (SANAS) or a Registered Auditor approved by the Independent Regulatory Board of Auditors (IRBA) or an Accounting Officer as contemplated in the Close Corporation Act (CCA) together with the bid, will be interpreted to mean that preference points for B-BBEE status level of contribution are not claimed.