Maintenance of private railway sidings for a period of three years: Tender…………
MOQHAKA LOCAL MUNICIPALITY
TENDER DOCUMENT
MAINTENANCE OF PRIVATE RAILWAY SIDINGS FOR A PERIOD OF THREE YEARS
CONTRACT No: ……………….
NAME OF TENDERER (TENDERING ENTITY):
……………………………………………………………………………………………………………………
FULL NAME, i.e. (CC, (PTY) LTD, JV, SOLEPROPRIETOR etc.)
ADRESS…………………………………………………………………………………………………………
…………………………………………………………………………………………………………
………………………………………………………………………………………………………….
E-MAIL ADRESS: ………………………………………………………………………………..
TEL NUMBER…………………………..
FAX NUMBER…………………………..
TENDER DOCUMENT
MAINTENANCE OF PRIVATE RAILWAY SIDINGS FOR A PERIOD OF THREE YEARS
CONTRACT No......
THE TENDER
PART T1Tendering Procedures
T1.1Tender Notice and Invitation to Tender
T1.2Tender Data
PART T2Returnable Documents (All documents / schedules are returnable)
T2.1List of Returnable Documents
T2.2 Returnable Schedules (Included in T2.1)
Section / HeadingT1.1 / Tender Notice and Invitation to Tender
T1.2 / Tender Data
T2.1 / List of Returnable Documents
T2.2 / Returnable Schedules(Included in T 2.1)
C1.1 / Form of Offer and Acceptance
C1.2 / Contract Data
C2.1 / Pricing Instructions
C2.2 / Schedule of Quantities
C3 / Scope of Work
C4 / Site Plans
Tender Notice and Invitation to Tender (T1.1)
Mr. MS Mqwathi
MUNICIPAL MANAGER
TENDER DATA (T1.2)
Clause numberT1.2.1 / The Client is:
The Municipal Manager
Moqhaka Local Municipality
P O Box 302
Kroonstad
9500
T1.2.2 / The Tender documents issued by the Client comprise:
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 Tender Schedules (Included in T2.1)
Part C1: Agreements 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 Schedules
Part C3: Scope of work
C3 Scope of work
Part C4: Site Information
C4 Site Information
T1.2.3 / The Client’s representative is:
Name: Mr. MH Geringer
Tel: (056) 216 9130
Manager Roads & Storm Water / Address:
Moqhaka Local Municipality
P O Box 302
Kroonstad
9500
TENDER DOCUMENT
MAINTENANCE OF PRIVATE RAILWAY SIDINGS FOR A PERIOD OF THREE YEARS
CONTRACT No......
List of Returnable Documents (T2.1)
The Tenderer must submit the following Documents/Schedules
1 / Certified copy of Directors’ Resolution regarding Authority of Signatories2 / Copy of Joint Venture agreement (if applicable)
3 / Submit proof of registration as Spoornet approved contractor.
4 / Original tax clearance certificate(s)
5 / Certificate from Department of Labour or declaration that Consulting Engineer complies with relevant chapter of the Employment Equity Act 55 of 1998
6 / Municipal rates and tax certificate
7 / Submit proof of registration to spray weed killer.
8 / Submit proof of qualification of Track Master
Returnable Schedules (T2.2)
FORM 2.2.1SCHEDULE OF PREVIOUS WORK CARRIED OUT BY TENDERER
Previous experience
Provide the following information on relevant previous experience. Indicate comparable projects of similar or larger size .This information is material to the award of the Contract.
Relevant Previous Experience of FirmList also current contracts- Give short description / Value VAT Included
RAND / Year
completed / Reference
Name / Organization / Tel no.
1
2
3
4
5
6
7
8
The space provided above is sufficient for the Client to evaluate previous experience.
Please do not refer to any other documentation.
The Client will only evaluate the information given above.
FORM 2.2.2 SCHEDULE OF INFRASTRUCTURE AND RESOURCES
Provide information on the following:
Infrastructure and resources available
Physical facilities
Description / Address / Area (m²)Owned / Rented
Main office
Satellite office
Equipment
Provide information on equipment and resources that you have available for this project attach details if the space provide is not enough)
Description :Owned Equipment / Number of unitsFax machine, photocopiers, printers ,scanners etc.
Specialised equipment:
Description : Fleet / Number of units
Notes:
Please attach proof of ownership.
FORM 2.2.3PROPOSED KEY PERSONNEL WHICH WILL BE INVOLVED IN PROJECT
The Tenderer shall list below key personnel whom he proposes to use for the works.
Indicate in the job title column, directors (Dir.) and site foreman (F.M) which will be involved in the running of the projects.
Indicate whether director/foreman is the same person.
Professional registration number is essential to the award of points for quality.
NAME / JOB TITLE / YEARS EXPERIENCE / QUALIFICATIONNotes:
Please submit proof of qualifications of key personnel.
DECLARATION
I, THE UNDERSIGNED (NAME)………………………………………………………………………
CERTIFY THAT THE INFORMATION FURNISHED ABOVE IS CORRECT.
I ACCEPT THAT MOQHAKA LOCAL MUNICIPALITY MAY ACT AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.
Signed at...... ………………………………...this...... day of …...... 2018
Authorized Signature………………………………………………………….
Name of Tendering entity……………………………………………………………
Witness…………………………………………
TENDER DOCUMENT
MAINTENANCE OF PRIVATE RAILWAY SIDINGS FOR A PERIOD OF THREE YEARS
CONTRACT No......
THE CONTRACT
PART C1Agreements and contract data
C1.1Form of Offer and Acceptance
C1.2Contract Data
PART C2Pricing data
C2.1Pricing Instructions
C2.2 Activity Schedule / Bills of Quantities
PART C3Scope of Work
C3.1Scope of Work
PART C4Site Plans
C4.1Site Plans
Form of Offer and Acceptance (C1.1)
(AGREEMENT)
OFFER
The Client, identified in the Acceptance signature block, has solicited offers to enter into a contract for the procurement of:
MAINTENANCE OF PRIVATE RAILWAY SIDINGS
The Tenderer, identified in the Offer signature block below, has examined the documents listed in the Tender Data and addenda thereto as listed in the Tender Schedules, and by submitting this Offer has accepted the Conditions of Tender.
By the representative of the Tenderer, deemed to be duly authorised, signing this apart of this Form of Offer and Acceptance, the Tenderer offers to perform all of the obligations and liabilities of the Service Provider under the Contract including compliance with all its terms and conditions according to their true intent and meaning for an amount to be determined in accordance with the Conditions of Contract identified in the Contract Data.
THE OFFERED TOTAL OF THE PRICES INCLUSIVE OF VALUE ADDED TAX IS:
...... ……………………………………………………………………………………………………………Rand (inWords);
Rand………..………………..… (in figures) for the year one,
Percentage escalation (%) year two ………………………….
Percentage escalation (%) year three ………………………..
This Offer, or part thereof, may be accepted by the Client by signing the Acceptance part of this Form of Offer and Acceptance and returning one copy of this document to the Tenderer. Whereupon the Tenderer becomes the party named as the Service Provider in the Conditions of Contract identified in the Contract Data.
On acceptance of this offer, the tenderer on request of the Client is required to initial each page of the contract document including pages referred to in the Schedule of Deviations.
For the tenderer
Signature(s)______..______
Name(s)______
Capacity______
______
(Name and address of organisation)
Name and______
signature ofWitness
Date ______
ACCEPTANCE
By signing this part of this Form of Offer and Acceptance, the Client identified below accepts the Tenderer's
offerforProject No………………………………………………………..
In consideration thereof, the Client shall pay the Service Provider the amount due in accordance with the, Conditions of Contract identified in the Contract Data. Acceptance of the Tenderer's Offer shall form an agreement, between the Client and the Tenderer upon the terms and conditions contained in this Agreement and in the, Contract that is the subject of this Agreement.
The terms of the contract, are contained in
Part C1Agreements and Contract Data, (which includes this Form of Offer and Acceptance)
Part C2Pricing Data
Part C3Scope of Work
Part C4 Site information
and drawings and documents or parts thereof, which may be incorporated by reference into Parts C1 to C4 above.
Deviations from and amendments to the documents listed in the Tender Data and any addenda thereto as listed in the Tender Schedules as well as any changes to the terms of the tender offer agreed by the tenderer and the Client during the process of offer and acceptance, are contained in the Schedule of Deviations (if any) attached to and forming part of this agreement. No amendments to or deviations from said documents are valid unless contained in the Schedule of Deviations.
The Tenderer shall within two weeks after receiving a completed copy of this Agreement, contact the Client or its agent (whose details are given in the Contract Data) to arrange the delivery of any bonds, guarantees, proof of insurance and any other documentation to be provided in terms of the, Conditions of Contract identified in the Contract Data. Failure to fulfil any of these obligations in accordance with those terms shall constitute a repudiation of this Agreement.
Notwithstanding anything contained herein, this Agreement comes into effect on the date when the Tenderer receives one fully completed original copy of this document, including the Schedule of Deviations (if any). Unless the Tenderer (now Contractor) within five working days of the date of such receipt notifies the Client in writing of any reason why he cannot accept the contents of this Agreement, this Agreement shall constitute a binding contract between the parties.
For the Client
Signature(s)
______
Name(s)
______
Capacity
______
______
(Name and address of organisation)
Name and
signature of
witness______
Date ______
Contract Data (C1.2)
C1.2.1TENDERER TO PROVIDE EVERYTHING NECESSARY
The Tenderer is to provide all labour, workmanship, machinery, tools and everything which is or may be necessary in and for the execution of the contract in accordance with the contract documents.
C1.2.2CLAIMS ARISING AFTER SUBMISSION OF TENDER
No claims for any extras arising out of any doubt or obscurity as to the true intent and meaning of anything shown on the contract drawings or contained in the contract documents will be entertained by the Engineer after submission of any tender and the Tenderer shall be conclusively deemed to have:
(a)Inspected the Contract drawings and read and fully understood the whole text of the conditions, Specifications and Schedule of Quantities and thoroughly acquainted him with the nature of the works and generally with all matters which may influence the contract.
(b)Visited the site of the works, carefully examined existing conditions, the means of access to the site, the conditions under which work is to be done and acquainted himself with any limitations or restrictions that may be imposed by the Municipality or other authorities in regard to any matter relating to the carrying out of the work and made the necessary provisions for any additional costs involved in all foregoing matters.
(c)Requested the Engineer to make clear in writing anything contained in the documents, the exact meaning of which is not clear to the Tenderer.
Furthermore, all pages contained in the documents are clearly numbered. Before submission of any tender, the Tenderer should check the number of pages and if any are found to be missing or duplicated or the figures or writing indistinct or if the Schedule of Quantities contains any obvious errors, the Tenderers must apply to the Manager: Technical Services at once to have the same rectified as no liability will be admitted by the council in respect of errors in any tender due to any of the foregoing.
C1.2.3SUBMISSION OF TENDERS
Tenders are to be made out on the Form of Tender attached and must not be detached from thisdocument and the completed document, fully priced, correctly extended and totaled, completed in all respects, signed, sealed and endorsed “Contract……..: Maintenance of private sidings for a period of three years” shall be delivered to the Municipal Manager, PO Box 302, Kroonstad or be placed in the tender box before the closing time indicated in the relevant advertisement.
C1.2.4TENDERS BINDING
The fact of submission to the Council of any Tender shall be deemed to constitute an agreement between the Tenderer and the council whereby such tenders shall remain open for acceptance or otherwise by the Council for a period of 60 (sixty) days from the date on which tenders are, in terms of the press advertisement, returnable, during which period the Tenderer agrees not to withdraw the same or impair or derogate from its effect.
If the Tenderer be notified within the period that his tender is accepted by Council, he shall be bound by the terms of the agreement constituted by his tender and such acceptance thereof by the Council.
C1.2.5CONTRACT AGREEMENT
The successful Tenderer shall, when called upon to do so, and if required by Council, enter into and execute a Contract Agreement in lieu of the agreement described under Clause A.5 above.
C1.2.6ACCEPTANCE OF TENDER
Council does not bind itself to accept the lowest or any tender or to furnish reasons for the acceptance or rejection of a tender.
C1.2.7ALTERATIONS TO CONDITIONS OF TENDER, SPECIFICATION, ETC
Should the Tenderer propose any alteration to or deviation whatsoever from the documents specified under Clause A.1, then such proposed alteration or deviation shall be specifically stated in detail in Section D.1 of these documents.
C1.2.8ALTERATIONS IN RATES AND PRICES
Unless otherwise stated, the rates and prices will be considered FIRM. Where it is not the case, it should be clearly stated as such in annexure D.2 together with full details of the rates and charges upon which the tender is based. The manner in and the basis on which any price adjustments are to be made must be fully and clearly stated.
C1.2.9SITE INSPECTION
A compulsory site inspection will be held as advertised. Failure of which will render the tender incomplete and to be rejected.
C1.2.10DEFECTS LIABILITY
The contractor will remain liable for the repair of defects to all new works executed in terms of the Contract for a period of 3 (three) months, during which period retention monies to the effect of 10% (ten per cent) of the value of such new works shall be withheld. New works is understood to include all items in the Schedule of Quantities except those relating to regular inspections and reporting.
C1.2.11VALUE ADDED TAX
All tendered rates and prices shall exclude VAT. This tax is to be added to totals as per the supplied summary form(s).
C1.2.12TERMS OF PAYMENT
Payment in accordance with monthly invoices for work done as submitted by the Contractor and verified by the Engineer or his representative shall normally be affected within 30 days from date of invoice.
Payments will under no circumstances be made at a frequency of more than once per calendar month. The schedules of quantities and rates will be the only basis upon which payments will be considered.
C1.2.13GENERAL CONDITIONS OF CONTRACT
- Only Spoornet approved contractors will be considered (Proof must be submit with tender). Contractor must be able to be on site within one hour in case of emergencies.
- Only registered pest control companies to be used for weed control according to Pest Control Service industries board (Proof must be submit with tender).
- Tenderer must be registered to CIDB with at least a 3 CE or 2 CE PE rating (Proof to be submitted with tender).
- Tenderer must be able to complete all RSR monthly, quarterly and yearly records and reports and also comply with all RSR specifications
- All work will be done according to SANS 3000 Standards.
- Prove of BEE status level Registration must be submitted with tender documents.
- Original Tax clearance Certificate must be attached.
- Copy of Rates and Taxes certificate obtained at Local Municipality as well as the completion of Form ….
Pricing Instructions (C2.1)
C2.1.1PRICING INSTRUCTIONS
PREAMBLE
1.All other contract documents are to be read in conjunction with the Schedule of Quantities.
2.The prices and rates inserted in the Schedule of Quantities shall be the full inclusive value of the work described in the Specification, including all temporary, ancillary incidental, or minor work associated therewith whether described and itemized or not.
FORM 2.4.1
SCHEDULE OF QUANTITIESSCHEDULE OF QUANTITIES
ITEM / DESCRIPTION / UNIT / QTY / RATE / AMOUNT
1.1 / Inspections and overheads
1.1.1 / Patrolling of and reporting on entire track length as specified, at regular intervals, but not less than twice monthly, including all costs pertaining to this action such as transport, overheads etc. / month / 12
1.1.2
1.1.3 / Safety inspections and reporting according to the Railway Safety Regulator of South Africa and the National Railway Safety Regulator Act 16 of 2002 (as amended)
Quarterly Inspection by the Contractor’s platelayer as specified, including transport, reporting, overhead costs etc. / month
Quarter / 12
4
1.1.4 / Six-monthly inspection by the contractor’s senior supervisor as specified, including transport, reporting, overhead costs etc. / semester / 2
1.1.5
1.2
1.2.1
1.2.2
1.2.3
1.2.4
1.2.5
1.2.6 / Annual report by the contractor’s engineer as specified
Emergency call outs
Supervisor
Track master
Welder
3 Ton truck
7 Ton crane truck
Small plant / tools / Sum
Rate/hour
Rate/hour
Rate/hour
Rate/hour
Rate/hour
Rate/hour / 100%
1
1
1
1
1
1 / Rate only
Rate only
Rate only
Rate only
Rate only
Rate only
TOTAL CARRIED FORWARD
2. / Maintenance service as specified for the railway track vide particularly Clauses C3.1 to C3.14
2.1 / Private siding542644 / 1840 / m
2.2 / 541214 / 1956 / m
2.3 / 542717 / 0 / m
2.4 / 544205 / 2490 / m
3. / Maintenance service as specified for points and crossings
3.1 / Siding542644 / 4 / no
3.2 / Siding541214 / 3 / no
3.3 / Siding542717 / 0 / no
3.4 / Siding544205 / 10 / no
4. / Maintenance of stop blocks as specified
4.1 / Siding542644 / 1 / no
4.2 / Siding541214 / 4 / no
4.3 / Siding542717 / 0 / no
4.4
5. / Siding544205
Siding reserve / 1 / no
5.1 / Weeding of siding reserve once a year (fence to fence) / 23 / Ha
5.2 / Treating siding reserve with weed killer once a year (fence to fence) / 23 / Ha / Rate only
TOTAL CARRIED FORWARD
ITEM / DESCRIPTION / UNIT / QTY / RATE / AMOUNT
6. / Spot renewal works (Materials covered under item 1 on p 11), including for removal from track and disposal of defect materials, labour, tooling, equipment, consumables transport etc., in accordance with Spoornet-specifications:
6.1 / Replace concrete sleepers / 70 / no
6.2 / Replace steel sleepers / 30 / no
6.3 / Replace wooden sleepers / 30 / no
6.4 / Replace stop block / 3 / no
6.5 / Replace turnout / 3 / no
6.6 / Replace single rail section / 100 / m
6.7 / Screen ballast along track / 100 / m
6.8 / Lift and pack track / 500 / m
6.9 / Screen ballast at turnout / 5 / no
6.10 / Lift and Pack turnout / 5 / no
6.11 / Weld up crossing / 5 / no
6.12 / Weld up batter rail ends / 10 / no
6.13 / Weld up skid marks / 5 / no
6.14 / Wooden replacement turnout sleepers / 20 / no
TOTAL CARRIED FORWARD
SECTION : SUMMARY
TOTAL BROUGHT FORWARD
PLUS VAT @ 14%
TOTAL TO BE CARRIED TO FORM OF TENDER
% ESCALATION FOR SECOND YEAR