STATE INFORMATION TECHNOLOGY AGENCY (SOC) LTD
Registration number 1999/001899/07
BID DOCUMENT
BID NUMBER: / RFB 1444/2016Description / PROCUREMENT OF TRAVEL AGENCY TO OPERATE IN HOUSE AT SITA FOR A PERIOD OF THREE (3) YEARS.
Vendor Briefing Session / Compulsory Briefing Session will be held as follows:
Date: 01 August 2016
Time: 10:00 am
Venue: SITA, Erasmuskloof, Auditorium, Apollo
Closing Date for questions / queries / 05 August 2016 @ 15:30 pm
Bid Closing Details / Date: 23 August 2016
Time: 11:00 am
Venue: SITA,Head Office, Erasmuskloof
Public Opening of bids / Date: 25 August 2016
Time: 12:00 noon
Venue: Pongola at Apollo, SITA Head Office, 459 Tsitsa Street, Erasmuskloof, Pretoria, 0181
Bid Validity Period / 120 Days from the Closing Date
PROSPECTIVE BIDDERS MUST REGISTER ON THE CENTRAL SUPPLIER DATABASE PRIOR TO SUBMITTING BIDS.
SECTION A
BIDDER’S DETAILS
1.1 Bidding structure
Indicate the type of bidding structure by marking with an ‘X’:Individual bidder
Joint Venture
Consortium
Subcontractors
Other
If the bid is submitted as a Consortium or Joint Venture or Sub Contracting Arrangement list the members of such Consortium or Joint Venture and Sub Contractors below:
1.
2.
3.
4.
5.
6.
1.2 Bidder’s Information (includes bids submitted Individual or as a Consortium or Joint Venture)
Name of the prime bidderCompany Registration number
Date of registration
VAT registration number
Supplier size type (SMME or large)
Last financial year revenue (R)
Financial year end date
First time business with SITA (Y/N)
Number of existing running contract and total value
Total number of employee
Head office physical address
Head office postal address
Contact person (for this bid)
Telephone number
Fax number
E-mail address
Postal address (if different from Head Office address)
Physical address (if different from Head Office address)
1.3 Entity directorship
No. / Director name / Identity number1.
2.
3.
4.
5.
6.
1.4 Entity ownership
Ownership category / % of ownershipBlack or historically disadvantage individual owned
Black women owned
Black youth owned
People living with disability
Military veteran
Other ownership
Total (100%)
1.5 Central Supplier Database (CSD) Requirements
It is a requirement that all bidders must be registered on the CSD at National Treasury prior to submitting a bid. The following information together with the CSD Registration Summary Report must be provided as confirmation as being registered on the CSD:
Description / NumberUnique registration reference number
Supplier number
1.6 Instructions on Bid Response submission
Bid responses must be submitted as follows:
Manner of submission / Bidder to tick √ to indicate that the bid response has been submitted in this sequenceOne (1) original file including pricing which must be submitted in a separate envelope
One (1) hard copy including pricing which must be submitted in a separate envelope
Two (2) electronic copies on compact disk (CD) in Portable Document Format (PDF) which must include Bid Document and Technical / Functionality Response file with the other disk containing pricing only
I certify that the information furnished on this form is true and correct.
I further accept that, in addition to cancellation of a contract, action may be taken against me should this declaration prove to be false.
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Name of bidder (duly authorised)
______
Signature of bidder
______
Date
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Capacity under which this bid is signed
Contents /SECTION A: BIDDER’S DETAILS 2
SECTION B: BID TERMS AND CONDITIONS 6
SECTION C: EVALUATION PROCESS 19
SECTION D: TECHNICAL SPECIFICATIONS / FUNCTIONAL REQUIREMENTS 21
SECTION E: Costing / Pricing 23
SECTION F: Standard Bid Documents (SBDs) 32
SECTION G: Government Procurement: General Conditions of Contract 50
SECTION H: Special Conditions of Contract 62
SECTION B
BID TERMS AND CONDITIONS
1. Confidential information disclosure notice
1.1 This document may contain confidential information that is the property of SITA (SOC) Ltd and the Client.
1.2 No part of the contents may be used, copied, disclosed or conveyed in whole or in part to any party in any manner whatsoever other than for preparing a proposal in response to this Bid, without prior written permission from SITA (SOC) Ltd and the Client.
1.3 All copyright and intellectual property herein vests with SITA (SOC) Ltd and its Client.
2. Introduction
2.1 Requirement Definition
SITA requires the services of a competent Travel Agency to run an in-house office at HQ campuses in Pretoria. Based on the volume of business using a benchmark of our current travel requirements, the appointed company will need a minimum of (3) senior consultants, a team leader (1) and a dedicated person(1) to handle board and executive travel request. The total number of in house Staff compliment inclusive of Off Site Operations Management team shall not exceed 8.
2.2 Scope
The bidder must provide a one stop travel management solution, i.e. everything from corporate travel, conference venues, incentives and individual travel, which can be arranged through a central office on a national basis.
2.3 The appointed Agency must establish an in-house facility with Human capital and Operational requirements at own cost at SITA HQ office. SITA will supply office infrastructure at office rental based on per square meter of (R139m² ) the (Current location is approximately 50m² ) which will include all other facility related costs, excluding telephone usage to render a professional corporate and leisure travel agency to SITA.
2.4 The travel agency must provide an after hour’s call centre service to handle all Emergency travel requisitions, Effect amendments to travel management bookings in line with applicable prescripts.
This after-hour call centre service shall only operate from 17H00 to 08H00 Mon to Friday and on weekends and public holidays 24hr service will be available.
2.5 Management reports on detail expenses per cost centre, per completed month for each service, inclusive of all savings and exception reports must be submitted with month-end statements as prescribed by SITA (Travel Management Policy).
2.6 The appointed bidder will have to be a signatory to the Dinners Club Travel lodge card Tri Partite agreement between SITA, Diners Club and the appointed Bidder.
2.7 The number of consulting staff for the in-house office must align with SITA travel volumes. These will be assessed on a quarterly basis and scored as part of the agreed Service Level Agreement to make sure adequate staffing is in place.
2.8 The appointed bidder shall only enter or conclude Corporate Agreement(s) with various Vendors on behalf of SITA, subject to prior approval to ensure that all Value Added Services and Incentives, Rebates and commissions are disclosed to all parties.
2.3 Queries
2.3.1 Should it be necessary for a bidder to obtain clarity on any matter arising from or referred to in this RFB document, the bidder must refer queries, in writing, to this e-mail address listed below Malefa Mpitso and copy Lungi Wolf. SITA reserves the right to place responses to such queries on the website.
3. Definitions
3.1 The State Information Technology Agency SOC Ltd [hereinafter referred to as SITA] is a company with limited liability duly incorporated in accordance with the Companies Act of the Republic of South Africa, company registration number 1999/001899/30, and in terms of the State Information Technology Agency Act No. 88 of 1998 [Hereinafter referred to as “SITA Act”] as amended by SITA Amendment Act (Act 38 of 2002).
3.2 SITA is mandated in accordance with section 7(g) of the Act to render Information and Communications Technology (ICT) services to government departments, and to act as the procurement agency of the Government.
3.3 “Acceptable Bid” - any bid, which, in all respects, complies with the specifications and conditions of the RFB as set out in this document.
3.4 “B-BBEE” – broad-based black economic empowerment as defined in section 1 of the Broad-Based Black Economic Empowerment Act.
3.5 “B-BBEE status level of contributor” - the B-BBEE status received by a measured entity based on its overall performance using the relevant scorecard contained in the Codes of Good Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act.
3.6 “Bid” - a written offer in a prescribed or stipulated form in response to an invitation by an organ of state for the provision of services, works or goods through price quotations, advertised bidding processes or proposals.
3.7 “Bidders” - any enterprise, consortium or person, partnership, company, close corporation, firm or any other form of enterprise or person, legal or natural, which has been invited by SITA to submit a bid in response to this bid invitation.
3.8 “Broad-Based Black Economic Empowerment Act” – the Broad-Based Black Economic Empowerment Act, 2003 (Act No. 53 of 2003).
3.9 “Client” - means Government departments, provincial and local administrations that participate in SITA SCM processes.
3.10 “Comparative Price” - the price after the factors of a non-firm price and all unconditional discounts that can be utilised have been taken into consideration.
3.11 “Consortium” - several entities joining forces as an umbrella entity to gain a strategic collaborative advantage by combining their expertise, capital, efforts, skills and knowledge for the purpose of executing this tender.
3.12 “Contractor Agent” - any person mandated by a Prime Contractor or consortium/joint venture to do business for and on behalf of, or to represent in a business transaction, the Prime Contractor and thereby acquire rights for the Prime Contractor or consortium/joint venture against SITA or an organ of state and incur obligations binding the Prime Contractor or consortium/joint venture in favour of SITA or an organ of state.
3.13 “Firm Price” - the price that is only subject to adjustments in accordance with the actual increase or decrease resulting from the change, imposition or abolition of customs or excise duty and any other duty, levy or tax which, in terms of a law or regulation is binding on the contractor and demonstrably has influence on the price of any supplies or the rendering cost of any service, for the execution of a contract.
3.14 “Goods” – any work, equipment, machinery, tools, materials or anything of whatever nature to be rendered to SITA or SITA’s delegate by the Successful Bidder in terms of this bid.
3.15 “Imported Content” – that portion of the tender price represented by the cost of components, parts or materials which have been or are still to be imported (whether by the supplier or its subcontractors) and which costs are inclusive of the costs abroad, plus freight and other direct importation costs, such as landing costs, dock dues, import duty, sales duty or other similar tax or duty at the South African port of entry.
3.16 “Joint Venture” - (Project) two or more businesses joining together under a contractual agreement to conduct a specific business enterprise with both parties sharing profit and losses. The venture is for one specific project only, rather than for a continuing business relationship as in a strategic alliance. It is about sharing risk with others and providing one or more missing and needed assets and competencies.
3.17 “Local content” – that portion of the tender price which is not included in the imported content, provided that local manufacture does take place;
3.18 “Management” - in relation to an enterprise or business, means an activity inclusive of control, and performed on a daily basis, by any person who is a principal executive officer of the company, by whatever name that person may be designated, and whether or not that person is a director.
3.19 “Non-firm Price(s)” - all price(s) other than “firm” price(s).
3.20 “Organ of State” - a National Department or Provincial Administration as stipulated in Schedules 1 and 2 of the Public Service Act, Act 93 of 1994 (as amended).
3.21 “Person(s)” - a natural and/or juristic person(s).
3.22 “Prime Contractor” –any person (natural or juristic) who forwards an acceptable proposal in response to this RFB with the intention of being the main contractor should the proposal be awarded to him/her.
3.23 “Rand Value” - the total estimated value of a contract in South African currency, calculated at the time of invitations and includes all applicable taxes and excise duties.
3.24 “SMME” – bears the same meaning assigned to this expression in the National Small Business Act, 1996 (Act No. 102 of 1996).
3.25 “Sub-contract” – the primary contractor’s assigning, leasing, making out work to, or employing, another person to support such primary contractor in the execution of part of a project in terms of the contract.
3.26 “Subcontractor” - any person (natural or juristic) who is subcontracted a portion of an existing contract by a Prime Contractor.
3.27 “Successful Bidder” - the organisation or person with whom the order is placed and who is contracted to execute the work as detailed in the bid.
4. Acronyms and abbreviations
4.1 The following acronyms and abbreviations are used in this proposal and must be similarly used in the proposal submitted in response and shall have the meaning ascribed thereto below.
Abbreviations/acronyms / Description /B-BBEE / Broad-Based Black Economic Empowerment
BEE / Black Economic Empowerment
CPI / Consumer Price Index
ICT / Information Communication Technology
IRBA / Independent Regulatory Board for Auditors
IS / Information Systems
ISO / International Standard Organisation
IT / Information Technology
ITC / Information Technology Committee
NIPP / National Industrial Participation Programme
OEM / Original Equipment Manufacturer
PPPFA / Preferential Procurement Policy Framework Act
RFB / Request for Bid
RSA / Republic of South Africa
SITA / State Information Technology Agency SOC Ltd
SLA / Service Level Agreement
SSA / State Security Agency
URS / User Requirements Specification
5. General rules and instructions
5.1 Confidentiality
5.1.1 The information contained in this document is of a confidential nature, and must only be used for purposes of responding to this RFB. This confidentiality clause extends to bidder partners and/or implementation agents, whom the Bidder may decide to involve in preparing a response to this RFB.
5.1.2 For purposes of this process, the term “Confidential Information” shall include all technical and business information, including, without limiting the generality of the foregoing, all secret knowledge and information (including any and all financial, commercial, market, technical, functional and scientific information, and information relating to a party’s strategic objectives and planning and its past, present and future research and development), technical, functional and scientific requirements and specifications, data concerning business relationships, demonstrations, processes, machinery, know-how, architectural information, information contained in a party’s software and associated material and documentation, plans, designs and drawings and all material of whatever description, whether subject to or protected by copyright, patent or trademark, registered or un-registered, or otherwise disclosed or communicated before or after the date of this process.