Tender No: Tas03/11- Provision of Travel Agent Services

Bid application document

TENDER NO: TAS03/11- PROVISION OF TRAVEL AGENT SERVICES

Closing date: 18 April 2011

Time: 12h00

Document should be deposit in the Bid Box at

Isett Seta Offices

Block 2, Level 3, West Wing

Gallagher House, Gallagher Convention Centre

19 Richards Drive

Midrand

1685

TABLE OF CONTENTS

1. PURPOSE

2. SUBMISSIONS

3. CONDITIONS

4. PURCHASES – OWNERSHIP MANAGEMENT

5. DECLARATION OF INTEREST –POTENTIAL CONFLICT OF INTEREST

6. TERMS OF REFERENCE

7. EVALUATION METHODOLOGY

8. FEES SCHEDULE

9. TAX CLEARANCE CERTIFICATE

10. ADDITIONAL COMPANY INFORMATION

11. DECLARATRION

1. PURPOSE

The purpose of this document is to ensure that:

1.1. Standardization exists with the applications received from potential service providers;

1.2. Applicants supply all the relevant information required by Isett Seta;

1.3. Clear guidelines are given to the applicants on the process which Isett Seta willfollow, when receiving a tender application;

1.4. Supply the applicants with all the relevant information as far as the internal mechanisms are concerned;

1.5. Ensure that all applications received are open, fair and that every entity had anequal opportunity, in the tender process.

2. SUBMISSIONS

Bidders are hereby requested to submit tender documents in the following format, One (1) original and three (3) hard copies, including one (1) soft copy on a CD.:

Bidders are required to submit their proposals in two (2) envelopes in the following format:

Envelope 1: Technical Proposal

Marked with the name of the bidder

Titled: TechnicalProposal for Isett Seta Tender No TAS03/11

This envelope must at least contain the following:

a)A covering letter signed by the lead person representing bid, amongst others:

• Accepting the rules of bidding, evaluation of bids and bid evaluation criteria set out in the terms of reference;
• Attach a tax clearance certificate from the South African Revenue Services;
• Provide full contact details;

b)Information and motivation on the lead person, attaching his or her curriculum vitae, setting out his or her’s;

• Suitability for this assignment;
• Relevant skills and experience;
• Outline the precise role the lead person will play;
• Availability to perform work.

c)All proposed team members, setting out:

• Professional role that each person will fulfill in this assignment;
• Suitability of each person for the proposed roles in terms of his or her relevant skills and experience.

Envelope 2: Price and HDI Proposal:

Marked with name of bidder

Titled: Price Proposal and HDI information for Isett Seta Tender No TAS03/11

This envelope must contain:

• Pricing Schedule
• VAT must be specified as a separate total for each cost item.
• Total estimated value of contract should be denominated in Rands.
• HDI Information

Enquiries relating to the tender may be directed by email only to:

Email:

3. CONDITIONS

3.1. Tax Clearance Certificate

3.1.1. It is an absolute requirement that the taxes of the successfulbidderMUST be in order, or that suitable arrangements musthave been made with SARS to satisfy them.

3.1.2. The application for a Tax Clearance Certificate (in respect oftenders), must be Completed by the bidder in all respects andsubmitted to SARS where the bidder is registered for income taxpurposes. SARS will then issue the bidder with a Tax ClearanceCertificate that will be valid for 60 days from date of issue. ThisTaxClearance Certificate must be included in the original tenderapplication, before the closing time and date of the tender. Failureto submit an original and valid Tax Clearance Certificate mayinvalidate your tender.

3.1.3. Each party to a Consortium / Sub-contractors must complete aseparate Tax Clearance Certificate. Copies of the Application forTax Clearance Certificate are available at any SARS’ office.

3.2. Instructions

3.2.1. Please follow the under mentioned instructions. They are designedso that you will give certain important information in a specificmanner to meet the requirements of the Isett Seta TenderCommittee and the requirements set by the Compliancedepartment of the Isett Seta.

3.3. Additional Information

3.3.1 Supply any extra information on the enclosed forms orseparate sheets of paper if the space provided is insufficient.

3.4. Steps to follow when filling in tender forms:

3.4.1. Check the numbers of the pages in the tender document andmake sure that none are missing or duplicated.

3.4.2. Warning: - You are responsible for submitting the tenderdocument correctly.

3.4.3. Ensure that all attached forms are completed in full.

3.4.4. State whether prices and delivery periods will remain firm for thewhole period of the contract.

3.4.5. Note: - The Tender Committee prefers firm prices and deliveryperiods.

3.4.6. Submit you’re tender on the correct forms and deliver before theclosing time or post it as specified in the tender document in goodtime to ensure that it reaches the address indicated in the tenderdocument before the closing time. As a rule tenders submittedafter the closing date and time WILL NOT be accepted.

3.4.7. Warning: - Do not submit your tender by telegram, facsimile, emailor other similar apparatus.

3.4.8. All the conditions stated above and contained elsewhere in thedocuments form part of the tender. If you do not comply with anyof the conditions, your tender may be declared not valid.

3.4.9. Any natural or legal person (that is a person capable ofcontracting) may make an offer or offers in terms of this tenderinvitation.

This includes:

3.4.9.1. persons employed by the Isett Seta;

3.4.9.2. persons who act on behalf of the IsettSeta; and

3.4.9.3. Persons having a kinship with persons employed

by the Isett Seta, including a bloodrelationship

.

3.4.10. Applicants must ensure that:

4.4.10.1. All documents are signed, where it is required;

4.4.10.2. All documents are completed according to theattached forms and specifications. If applicants donot carry out the requirements of Isett Seta, theirtender may be declared invalid;

4.4.10.3. They do not qualify their tender with their ownconditions of tender.

3.5. ACCEPTANCE

3.5.1. By signing the tender document you, the applicant, acknowledgeand accept the terms and conditions set out herein at the pricescontained herein and you declare your interest as stated in therespective forms and also confirm that:

3.5.1.1. Their tender is correct.

3.5.1.2. The price(s) and rate(s) quoted cover all thework/items specified in the tender documents.

3.5.1.3. The price(s) and rate(s) quoted cover all my/ourobligations under a resulting contract.

3.5.1.4. They accept that any error regarding price(s) andcalculations will be at their own risk.

3.5.1.5. They as Principal(s) accept full responsibility forthe proper execution and fulfillment of allobligations and conditions as stipulated in thetender

3.5.1.6. Their tender price(s) is/are set out in the relevantform attached

3.6. RERERENCE TO OTHER DOCUMENTS

3.6.1. Isett Seta Annual Reports

3.6.2. Isett Seta Constitution

3.7 BIDDING DOCUMENTS,

(Please note that these documents must be completed in conjunctionwith the scope of supply and the tender application document)

3.7.1 Tax Clearance Certificate

3.7.2 Fees Schedules

3.7.3 Filled in task directive / proposal

3.7.4 Preference Point claim form in terms of the preferentialprocurement Regulations 2001

3.7.5 Declaration of Interest

3.8 GENERAL DEFINITIONS

3.8.1 “Acceptable Bid” means any bid which, in all respects,complies with the specifications and conditions of bid as setout in the bid document.

3.8.2 “Bid” means a written offer in a prescribed or stipulated formin response to an invitation by an organ of state for theprovision of goods, works or services.

3.8.3 “Comparative price” means the price after the factors of anon-firm price and all unconditional discounts that can beutilized have been taken into consideration.

3.8.4 “Consortium or joint venture” means an association ofpersons for the purpose of combining their expertise,property, capital, efforts, skills and knowledge in an activityfor the execution of a contract.

3.8.5 “Contract” means the agreement that results from theacceptance of a bid by an organ of state

3.8.6 “Specific contract participation goals” means the goalsas stipulated in the Preferential Procurement Regulations2001

3.8.7 “Control” means the possession and exercise of legalauthority and power to manage the assets, goodwill and dailyoperations of a business and the active and continuousexercise of appropriate managerial authority and power indetermining the policies and directing the operations of thebusiness

3.8.8 “Disability” means, in respect of a person, a permanentimpairment of a physical, intellectual, or sensory function,which results in restricted, or lack of, ability to perform anactivity in the manner, or within the range, considered normalfor a human being

3.8.9 “Equity Ownership” means the percentage ownership andcontrol, exercised by individuals within an enterprise

3.8.10 “Historically Disadvantaged Individual (HDI)” means aSouth African citizen who, due to the apartheid policy thathad been in place, had no franchise in national electionsprior to the introduction of the Constitution of the Republic ofSouth Africa, 1983 (Act No 110 of 1983) or the Constitutionof the Republic of South Africa, 1993, (Act No 200 of 1993)(“the interim Constitution); and/or

a) who is a female; and / or

b) who has a disability

c) provided that a person who obtained South African citizenshipon or after the coming to effect of the Interim Constitution, isdeemed not to be a HDI

3.8.11 “Management” means an activity inclusive of control andperformed on a daily basis, by any person who is a principalexecutive officer of the company, by whatever name thatperson may be designated, and whether or not that person isa director

3.8.12 “Owned” means having all the customary elements ofownership, including the right of decision-making and sharingall the risks and profits commensurate with the degree ofownership interests as demonstrated by an examination ofthe substance, rather than the form of ownershiparrangements

3.8.13 “Person” includes reference to a juristic person

3.8.14 “Rand value” means the total estimated value of a contractin Rand denomination that is calculated at the time of bidinvitations and includes all applicable taxes and excise duties

3.8.15 “Small, Medium and Micro Enterprises (SMMEs) bearsthe same meaning assigned to this expression in theNational Small Business Act, 1996 (No 102 of 1996)

3.8.16 “Sub-contracting” means the primary contractor’sassigning or leasing or making out work to, or employinganother person to support such primary contractor in theexecution of part of a project in terms of the contract

3.8.17 “Trust” means the arrangement through which the propertyof one person is made over or bequeathed to a trustee toadminister such property for the benefit of another person

3.8.18 “Trustee” means any person, including the founder of atrust, to whom property is bequeathed in order for suchproperty to be administered for the benefit of another person

4. PURCHASES – OWNERSHIP MANAGEMENT

Bidders who claim points in respect of equity ownership must complete the Bid Declaration atthe end of this form.

4.1 ESTABLISHMENT OF HDI EQUITY OWNERSHIP IN AN ENTERPRISE

4.1.1 Equity ownership shall be equated to the percentage of anenterprise which is owned by individuals classified as HDIs, or inthe case of a company, the percentage shares that are owned byindividuals classified as HDIs, who are actively involved in themanagement and daily business operations of the enterprise andexercise control over the enterprise, commensurate with theirdegree of ownership.

4.1.2 Where individuals are not actively involved in themanagement and daily business operations and do not exercisecontrol over the enterprise commensurate with their degree ofownership, equity ownership may not be claimed.

4.2 ADJUDICATION USING A POINT SYSTEM

4.2.1 The bidder obtaining the highest number of points and whomeets the criteria as per the tender committee will beawarded the Contract

4.2.2 Preference points shall be calculated after prices have beenbrought to a comparative basis

4.2.3 Points scored will be rounded off to 2 decimal places

4.2.4 In the event of equal points scored, the bid will be awardedto the bidder scoring the highest number of points forspecified goals

4.3. PREFERENCE POINTS SYSTEM

The following preference point systems are applicable to all bids:

- the 80/20 system for requirements with a Rand value of up to R500 000; and

- the 90/10 system for requirements with a Rand value above R500 000.

- the value of this bid is estimated to exceed R500 000 and therefore

The 90/10 system shall be applicable.

4.3.1 Preference points for this bid shall be awarded for:

(a) Price; and

(b) Specific contract participation goals, as specified in the attached forms.

4.3.2 The points for this bid are allocated as follows:

POINTS

PRICE90

SPECIFIC CONTRACT PARTICIPATION GOALS 10

(a) Historically Disadvantaged Individuals:

(i) who had no franchise in national elections before

the 1983 and 1993 Constitutions (3)

(ii) who is a female (3)

(iii) who has a disability (2)

(b) Other specific goals (goals of the RDP- plus local manufacture)

(I) Contracting to SMME’s (2)

Total points for Price, HDIs and other RDP

goalsmust not exceed 100

4.3.3 POINTS AWARDED FOR PRICE

4.3.3.1 THE 80/20 OR 90/10 PREFERENCE POINT SYSTEMS

A maximum of 80 or 90 points is allocated for price on the following basis:

Where

Ps = Points scored for price of bid under consideration

Pt = Rand value of bid under consideration

Pmin = Rand value of lowest acceptable bid

4.3.4 Points awarded for historically disadvantaged individuals

4.3.4.1In terms of Regulation 13 (2) preference points for HDI’s are calculated on their percentageshareholding in a business, provided that they are actively involved in and exercise controlover the enterprise. The following formula is prescribed in Regulation 13 (5) (c):

Where

NEP = Points awarded for equity ownership by an HDI

NOP = The maximum number of points awarded for equity ownership by an HDI in thatspecific category

EP = The percentage of equity ownership by an HDI within the enterprise or business,determined in accordance with the definition of HDI’s.

4.3.4.2Equity claims for a trust will only be allowed in respect of those persons who are both trusteesand beneficiaries and who are actively involved in the management of the trust.

4.3.4.3Documentation to substantiate the validity of the credentials of the trustees contemplatedabove must be submitted.

4.3.4.4 Listed companies and tertiary institutions do not qualify for HDI preference points.

4.3.4.5A consortium or joint venture may, based on the percentage of the contract value managed orexecuted by their HDI-members, be entitled to preference points in respect of an HDI.

4.3.4.6.A person awarded a contract as a result of preference for contracting with, or providing equityownership to an HDI, may not subcontract more than 25% of the value of the contract to aperson who is not an HDI or does not qualify for the same number or more preference forequity ownership.

4.4. EQUITY OWNERSHIP CLAIMED IN TERMS OF PARAGRAPH 4.3.2 ABOVE. POINTS TOBE CALCULATED FROM INFORMATION FURNISHED IN PARAGRAPH 4.10.

*If points are claimed for disabled persons, indicate nature of impairment

……………………………………………………………………………………………………………………………………….

4.5 DECLARATION WITH REGARD TO EQUITY

4.5.1 Name of firm :......

4.5.2 VAT registration number :......

4.5.3 Company registration number : .…………………………………………………………………………….

4.6 TYPE OF FIRM

?Partnership

?One person business/sole trader

?Close corporation

?Company

?(Pty) Limited

[TICK APPLICABLE BOX]

4.7 DESCRIBE PRINCIPAL BUSINESS ACTIVITIES

…………...... ………………...... ……………......

4.8 COMPANY CLASSIFICATION

?Manufacturer

?Supplier

?Professional service provider

?Other service providers, e.g. transporter, etc.

[TICK APPLICABLE BOX]

4.9 TOTAL NUMBER OF YEARS THE FIRM HAS BEEN IN BUSINESS?

……………………………………

4.10 List all Shareholders by Name, Position, Identity Number, Citizenship, HDI status and ownership, asrelevant. Information to be used to calculate the points claimed in paragraph 4.4.

Name / Date/Position occupied in Enterprise / ID Number / Date RSA Citizenship obtained / * HDI Status / % of business/ enterprise owned
No franchise prior to elections / Women / Disabled

4.11 Consortium / Joint Venture

4.11.1 In the event that preference points are claimed for HDI members by consortia / joint ventures, thefollowing information must be furnished in order to be entitled to the points claimed in respect of theHDI member:

Name of HDI member (to be consistent with paragraph 4.4) / Percentage (% of the contract value managed or executed by the HDI member

5.DECLARATION OF INTEREST –POTENTIAL CONFLICT OF INTEREST

5.1. Any legal person, including persons employed by the principal, or persons having a kinship withpersons employed by the principal, including a blood relationship, may make an offer or offers interms of this invitation to bid. In view of possible allegations of favouritism, should the resultingbid, or part thereof, be awarded to persons employed by the principal, or to persons connectedwith or related to them, it is required that the bidder or his/her authorised representative declarehis/her position in relation to the evaluating/adjudicating authority and/or take an oath declaringhis/her interest, where –

a) The bidder is employed by the principal; and / or

b) the legal person on whose behalf the bidding document is signed, has a relationship withpersons/a person who are/is involved in the evaluation and or adjudication of the bid(s), orwhere it is known that such a relationship exists between the person or persons for or on whosebehalf the declarant acts and persons who are involved with the evaluation and or adjudication ofthe bid.

Do you, as tenderer, or any person connected with the tenderer, have any relationship (family, friend, other) or are you aware of any relationship, (family, friend, other) with any BOARD MEMBER, COUNCIL MEMBER or STAFF MEMBER of the SETA?
YES / NO

If yes, please supply particulars

SIGNATURE
DATE

6. TERMS OF REFERENCE

REQUEST FOR PROPOSAL FOR PROVISION OF TRAVEL AGENCY SERVICES

6.1. REQUEST

The objective of this bid is to appoint a suitable independent Travel Agent that can demonstrate the ability to provide the full range of travel agency servicesforthe Information Systems, Electronics and Telecommunications Technologies Sector Education and Training Authority (Isett Seta).

6.2. EVALUATION CRITERIA

The following points are important and should guide the content of the submissions:

Above average levels of customer service excellence

Utilisation of advanced information technology to ensure efficient and expeditious service delivery

Proven ability to handle queries or deal with problems at all times, i.e. 24 hours per day

The Travel Agent that is committed to ethical business practice and empowerment

 Demonstration of fast turn-around times is essential

Demonstration of internal quality control

Demonstration of senior involvement on the work.

Provide tailor-made options and solutions

Please supply a list of major clients, with contact details so that we can reference check the above criteria

Proven financial stability

6.3. DETAILED TENDER SPECIFICATION

Note that the Isett Seta’s total spend per annum that includes air travel, hotel accommodation, car hire etc amounted to R837, 000.00for the 2009/10 financial year.