SUBJECT / REQUEST FOR BID FOR THE UPGRADING OF THE APU TEST CELL
(hereinafter referred to as GOODS)
REQUEST NO / SP415/13
DATE ISSUED / 26TH JULY 2013
CLOSING DATE / 20TH AUGUST 2013
CLOSING TIME / 11:00
BID QUERIES
(To be submitted in writing) / The Project Administrator
Name: Leon Robbertse
Fax: +27 11 978 2638
E-mail: or
Name: Evelyn Fallert
Fax: +27 11 978 2638
SUBMISSION PARTICULARS
COMPANY NAME
REGISTRATION #
CONTRACT PERSON
TELEPHONE #
FACSIMILE #
E-MAIL ADDRESS
------To be completed by SAA Technical ------
For Official use only
SUBMISSION ADMINISTRATION
BAC LIAISON
PROCUREMENT LIAISON
Table of Contents
1. Overview
1.1 Introduction
1.2 Procurement Philosophy
1.3 BEE
2. Criteria
2.1 Elimination/Critical Criteria
2.2 Evaluation Criteria
3. Conditions
3.1 Dissemination of document
3.2 Conditions of quotation
3.3 Bidders may form a Consortium or a Joint Venture
3.4 Submission of Bids
3.5 Period of Acceptance
3.6 Deviations from RFB
4. Supplier’s Details
5. Appendix 1 Scope of Purchase
Appendix 2 Pricing
Appendix 3 Deviations from RFB
Appendix 4 Confirmation of Intention to quote & confidentiality
Appendix 5 Company Documentation
Appendix 6 Board Resolution / Delegation of Powers
Appendix 7 References
Appendix 8 Checklist
Appendix 9 National Industrial Participation Programme
1. OVERVIEW
1.1 INTRODUCTION
South African Airways (“SAA”) is committed to be the carrier of choice in the markets it serves. SAA Technical as the contracted maintenance provider to SAA is committed to assist SAA to be the carrier of choice in the markets it serves. Reference in this document to SAA shall include reference to SAAT unless specifically stated otherwise.
This is inspired by our belief in service excellence, integrity, accountability, quality, safety, people development and value to our shareholders.
SAA’s new values and business practices guide all our business relations. Our business partners and suppliers are encouraged to uphold, promote and share the same values and vision.
The quality, price and service that we provide our customers can only be as good as what we receive from our suppliers.
We strive for continuous improvement in our critical business areas and seek to establish relationships with suppliers that are equally passionate in their quest for better quality, price and service. By exceeding our requirements and expectations, you will not only ensure that you maintain the current level of business; you will position yourself for more in the future.
1.2 PROCUREMENT PHILOSOPHY
It is the policy of SAA, when purchasing GOODS, to follow a course of optimum value and efficiency by adopting best purchasing practices in supply chain management, ensuring where possible that open and fair competition has prevailed, with due regard being paid to the importance of:
1.2.1 The promotion of the Interdivisional Support Policy;
1.2.2 The promotion, development and support of businesses from disadvantaged communities (small, medium, micro enterprises, as well as established businesses within those communities) in terms of its BEE Policy;
1.2.3 The promotion of national and regional local suppliers and agents before considering overseas suppliers; and
1.2.4 The development, promotion and support for the moral values that underpin the above, in terms of SAA’s Business Ethics and Guidelines which requires that all commercial conduct be based on ethical and moral values and sound business practice. This value system governs all commercial behaviour within SAA.
1.3 SAA BLACK ECONOMIC EMPOWERMENT PROGRAMME STATEMENT OF POLICY
It is the policy of SAA to promote Black Economic Empowerment by enabling qualifying Black Suppliers and SMME Suppliers, to meaningfully participate in the mainstream of the SAA procurement endeavours. In order to promote the effective and efficient development and support of suppliers and contractors from the historically disadvantaged communities, SAA decided to target that 50% of the discretionary total procurement expenditure be sourced in such a manner that it advances Black Economic Empowerment.
2. CRITERIA
In order to facilitate fair comparison between the Bids or quotations all bids shall be converted to a common basis on the comparative list taking the following into account:
As per PPPFA requirements the 90/10 principle will be applied as follows:
Phase 1:
Bidders will be required to comply with the minimum requirements of SAAT, failure to
comply will lead to disqualification.
CRITICAL CRITERIA: / YES/NOCompliance to minimum SAAT’s technical specifications, refer to Annexure A & B
Comprehensive proposal on upgrading test cell to be supplied Bidders to submit a proposal with timelines and a breakdown of the work schedule to be done at SAAT.
The pricing to be broken down per process to be done.
A proposed GTA (General Terms & Conditions) has to accompany the bid
Equipment supplied and installed must comply with FAA/EASE regulations – certificates to be supplied on completion of installation
Phase 2:
Bidders who comply with the Critical Criteria will have to achieve a minimum of 50 points to proceed to the next phase. The Threshold on Functionality Criteria is 50 points.
FUNCTIONALITY: THRESHOLD = 50 POINTSLead Time / 20
Warranty period / 10
After Sales / 30
Training / 20
Payment Terms / 20
TOTAL / 100
Phase 3:
EVALUATION CRITERIA:Price / 90
BEE / 10
TOTAL / 100
Lead Time – 20 points (Bidders to achieve at least 10 points)
Delivery, Installation and commissioning inclusive
Manufacturing and Delivery time / Installation and commissioning / Total Combined time / 4 – 6 months / 20Manufacturing and Delivery time / Installation and commissioning / Total Combined time / 7 – 9 months / 10
Manufacturing and Delivery time / Installation and commissioning / Total Combined time / 9+ months / 0
Warranty period – 10 points (Bidders to achieve at least 6 points)
Bidder must clearly state warranty period for both software and hardware separately
Hardware Warranty24 months – 5 points
12 months – 3 points
No Warranty – 0 points / 5
Software warranty
24 months – 5 points
12 months – 3 points
No Warranty – 0 points / 5
After Sales – 30 points (Bidders to achieve at least 15 points)
Bidder must confirm conditions of Software support and Hardware support
Bidder to commit on updating SAAT regarding OEM’s upgrades on the equipment
Hardware and Software Support during warranty period (min 5 points)24/7, on-line support ,free of charge – 10 points
24/7, on-line with charges – 5 points
No 24/7 customer support – 0 points / 10
Hardware and Software support after warranty period (min 5 points)
+ 10 year support system on replacement parts and repairs – 10 years
5 years support system on post warranty period – 5 points
No support system – 0 points / 10
Contractual / relations between Supplier and OEM re: upgrades (min 5 points)
OEM-Supplier-SAAT relationship – 10 points
OEM-SAAT-Supplier relationship – 5 points
No relationship – 0 points / 10
Training – 20 points (Bidders to achieve at least 10 points)
Bidder to supply User Training and Maintenance Training
User Training (min 5 points)Free of charge training at SAAT’s premises – 10 points
Free of charge at supplier’s premises – 5 points
Training with charges – 0 points / 10
Maintenance Training (min 5 points)
Free of charge training at SAAT’s premises – 10 points
Free of charge at supplier’s premises – 5 points
Training with charges – 0 points / 10
Payment Terms – 20 points (Bidders to achieve at least 10 points)
On ordering – 20%, Delivery – 50%, Commissioning/Acceptance – 30% / 20On ordering – 25%; design & manufacture – 40%; Delivery – 25%; commissioning – 10% / 10
On ordering – 50% - Commissioning/Acceptance 50% / 5
Further to the above, this category will be subjected to the following scrutiny:
· Price fixation / validity period against the Rate of Exchange
· Quality and SAA specification conformance
· Payment terms offered
· Statutory compliance
· Warranties/Guarantees
· Company risk Analysis
· Service History / References
·
3. CONDITIONS
Provided that you are prepared to comply with the conditions herein you are invited to submit a Bid for the following Scope of Purchase:
3.1 DisseminationofDocument
This Bid form will be made available on the flysaa.com website
3.2 Conditions of Quotation
3.2.1 The final terms and conditions are subject to negotiations and a conclusion of an agreement between the parties.
3.2.2 Final payment terms will be negotiated with the successful Bidder before awarding the Bid.
3.2.3 The Bidder shall provide its best and final price in the Bid. This price will be considered together with all other relevant criteria in the Bid. The validity period of quoted prices should be clearly stated in the Bid.
3.2.4 The Bid shall be awarded at the sole and absolute discretion of SAAT. SAAT hereby represents that it is not obliged to award this Bid to any Bidder. SAAT is entitled to retract this Bid at any time as from the date of issue. SAAT is not obliged to award this Bid to the Bidder that quotes the lowest Bid.
3.2.5 The Bidder shall be disqualified from Bidding if any attempt is made either directly to solicit and/or canvass any information from any employee or agent of SAAT regarding this Bid from the date the offer is submitted until the date of award of the Bid.
3.2.6 SAAT will adjust any arithmetical errors found in the Proposal and shall advise the Bidder accordingly.
3.2.7 Proposals and any information contained within will be treated as confidential and will not be disclosed to any third party – including other Bidders.
3.2.8 Bidders shall prepare and submit Proposals at their own expense.
3.2.9 The successful Bidder shall:
3.2.9.1 Offer to supply and deliver GOODS in accordance with the specifications, at the prices quoted and in accordance with the delivery conditions;
3.2.9.2 Agree that the scope of Purchase document constitutes a general list and indication of GOODS required at various stations, however the specific requirement of GOODS required may vary from station to station.
3.2.9.3 Enter into a Service Level Agreement/After Sales Agreement when requested to do so by SAAT withinthe stipulated period;
3.2.9.4 Be liable for all additional expenses incurred by SAAT in having to call for Bids afresh and/or accepting any less favourable Bid in the event that the Bidder fails to enter into a contract with SAAT timeously.
3.3 Bidders may form a Consortium or a Joint venture.
3.3.1 Bidders must guarantee the obligations of the Consortium or joint Venture.
3.3.2 Bidder(s) must supply the following:
· A binding agreement between all parties of the Consortium or Joint Venture
· Name of the Consortium or Joint Venture trading as
· Consortium or Joint Venture Head Office
· Contact person 24 (twenty-four) hours availability.
· List of shareholders and percentage shareholding.
· Date of Consortium or Joint Venture registration.
· Consortium or Joint Venture registration number.
· Organizational structure of the Consortium or Joint Venture
· Basic functional structure, i.e. the administrative section of your Consortium or Joint Venture with which SAA will be dealing with on a day to day basis.
3.3.3 The agreement and submission should clearly show who the leading consortium member is. The leading member shall be responsible for the execution of this Bid.
3.4 SubmissionofBids
3.4.1 Bids, including all documents and information pertaining thereto, shall be submitted in a sealed parcel/envelope. The envelope must be clearly markedwith:-
TheRFBNo.: SP415/13
ClosingDate:20th August 2013
Quotation/Confidential/Donotopen
Bidder’s Name and Address on the back of the envelope
andmustbeaddressedasfollows:-
FORATTENTION:
Chairperson:Bid Adjudication Council (BAC)
SouthAfricanAirways(SOC)Ltd
Airways Park Main Reception
32 Jones Road
Kempton Park
RepublicofSouthAfrica
3.4.2 Hand delivered Bids must be sealed in a parcel or envelope marked “quotation/confidential/do not open” and placed in the BidBoxsituatedatthe:
SouthAfricanAirways(SOC)Ltd
Airways Park MainReception
32 Park,JonesRoad
Kempton Park
by no later than 11h00, on the closing day 20th August 2013.
3.4.3 If couriered, the Bid must be dispatched in time to reach SAA by no later than 11h00, on the closing day 20th August 2013.
3.4.4 No facsimile or e-mail Bids will be considered.
3.4.5 Quotations submitted shall consist of all documents listed in Appendix 8 – the Checklist, which forms the minimum acceptable requirement.
3.4.6 Late Bids will not be considered and Bids delivered to any address or deposited in any box other than that stipulated herein will be regarded as late Bids and may consequently be returned to Bidders.
3.4.7 Bidders will submit one (1) hard copy and one (1) soft copy of the submission
3.5 Period of Acceptance
3.5.1 Quotations shall be open for acceptance for a period of at least 120 calendar days after the closing date. It should be noted that Bidders may offer a shorter validity period, but that they may, in that event, be disregarded for this reason.
3.5.2 Should Bidders be unable to comply with this validity period, an alternative validity period may be offered hereunder.
TheBidholdsgooduntil______
(state alternative period)
Date: ______
Signature of Bidder(s): ______
Print Name: ______
Contact Numbers: ______
______
______
3.6 Deviations from RFB
3.6.1 Should the Bidder desire to make any departures from, or modifications to this Request for Bid or to qualify its quotation in any way, it shall clearly set out its Bids within the framework posted under Appendix 3 hereunder or alternatively state them in a covering letter attached to its Bid and referred to hereunder, failing which the Bid shall be deemed to be unqualified and conforms exactly with the requirements of this Request for Bid.
Unless otherwise specified and stipulated in writing, any terms and conditions forming part of the Bidder’s Bid which deviates from the RFB shall be of no force or effect.
4. SUPPLIER DETAILS:
Supplier Physical Address:Supplier Postal Address:
Telephone No:
Fax No:
Contact Person:
E-mail:
Company Registration No:
Banking Details: Bank Name:
Account No:
Branch Code:
If the items being offered on this Bid originate from a country, other than RSA, please supply the following details:
Country of Origin:
Country of Manufacture:
Country of Export:
Manufacturer Name:
Manufacturer Address in full:
The Bidder must state hereunder the annual holiday closedown period and also if this period has been included in the delivery period offered: