The GPAA Head Office (Reference FM36023)

Request for proposals for Mechanical Engineering services (Fire Detection and Prevention Systems)

The GPAA Head Office (Reference FM36023)

ALL BID DOCUMENTS TO BE DEPOSITED AT THE TENDER BOX SITUATED AT THE RECEPTION AREA AT:

34 HAMILTON STR

PRETORIA ARCADIA

PENSION ADMINISTRATION BUILDING

1. INTRODUCTION

The GPAA Facilities Management is responsible for the allocation of the office space for the GPAA. It oversees planning, coordination and execution of the upgrading the current and new office buildings to ensure timeous project execution. It is with this regard that Facilities Management seeks the appointment of a Mechanical Engineer to assist in assuring that GPAA facilities are upgraded and aligned with the Occupational Health and Safety Standard (OHS Act 85, of 1993).

2. PURPOSE

The GPAA is seeking to appoint an experienced service provider to provide Mechanical engineering services at GPAA head office.

3. DURATION

The service of the Mechanical Engineer is required as a once-off service.

4. OBJECTIVES

4.1. The need of Mechanical Engineer is informed by the increasing rate of organisational change to accommodate management strategies and efficient service delivery through integrated technology.

4.2 It is for such reasons that, the GPAA seeks to appoint a service provider that will perform Mechanical Engineering for the GPAA head office.

5. SCOPE OF WORK

The scope of the work will entail but not limited to the following:

5.1 Preliminary

Update all existing floor, fire and evacuation layouts including facilities installation drawing and schedule to be aligned with required statutory requirements. Occupational Health and Safety Standards

(OHS Act 85, of 1993).

5.2 Briefing

5.2.1 Understanding the client’s general requirements to fit the working culture of the each business unit.

5.2.2. Understanding the client’s requirements with regard to SANS 10400 part T.

5.3 Concept design layout

5.3.1. The Mechanical Engineer will be required to carry out a site survey as and when required by GPAA and produce conceptual mechanical layouts indicating but not limited to the following:

5.3.1.1. Fire Detection layouts

5.3.1.2. Fire Equipment layout

5.3.1.3. Evacuation Communication System specification

5.3.1.4. Emergency- and Evacuation Plan

5.3.1.5. Fire Doors

5.3.2.6. Generate design calculations (Hydraulic)

5.3.2.7. Acquire approvals from responsible councils

5.3.2.8. Gas suppressant system

5.3.2.9. Building Management systems (BMS)

v The above needs to be approved and signed off by GPAA Project Management Office before commencing with the next stage

5.3.2 Detailed designs.

5.3.2.1 Produce construction layouts indicating connection points, pipes, cables etc for the smoke detection system and emergency evacuation system; as well as relocation of fire hoses and fire hydrants as and where required.

5.3.2.2 Design of detail components such as location of fire equipment, evacuation communication systems, gas suppressant systems etc.

5.3.2.3. Produce detailed drawings to include plans, sections and elevations where necessary.

5.3.2.4. Generate design calculations for fire hydrants, hose reels, fire sprinklers in line with the respective codes of

Practice

5.3.2.5. Produce specification for linking of external escape doors, and some internal doors to the biometric system

5.3.2.6 Specification on proposed BMS to effectively manage the building.

5.3.3. Specification for finishes

5.3.3.1. Specify specialist equipment and fittings (Mechanical)

5.3.3.2 Specify Colour scheme and produce samples upon request for GPAA.

5.3.3.3 The above needs to be approved and signed off by GPAA Project Management Office before commencing with the next stage

5.4 Documentation and consulting

5.4.1. Produce detailed specification documents.

5.4.2. Produce a bill of quantities through a Quantity Surveyor.

5.4.3. Consulting with contractors as and when required by professional team.

5.4.4. Customised pricing schedule.

5.4.5. Comply with statutory (NBR) building and fire legislations.

v The above needs to be approved and signed off by GPAA Project Management Office before commencing with the next stage

6. Deliverables

The deliverables to be achieved;

6.1. The successful bidder will be required to perform Mechanical Engineering duties as per norms and

Standards prescribed by Legislation governing the industry (ECSA).

6.2. The successful bidder will be required to sign a service level agreement prior to execution of work

7 Monitoring of Service Performance

Adherence to Service Level Outcome/Performance shall be monitored as follows:

· Service level fulfilment

· Quality checks

8 Site inspection

8. 1 A compulsory site briefing will be held as follows: On the 3rd of February 2017 at 34 Hamilton Street, Arcadia, Pretoria, 0001

9 Risk assessment

Appointment of the successful bidders will be subject to positive risk assessment outcome.

10.Terms and conditions

A. The scope on this RFP is provisional, noted and subject to change based on final quantities to be provided by GPAA. Quantities can be slightly reduced or increased at the discretion of the GPAA.

B. Termination, should business no longer have justifiability for this solution, the project can be cancelled at any phase by the discretion of the GPAA.

11. PRICE SCHEDULE

Table A. Total

No / Description / R
Rate / R
Total
1 / Site survey to produce Auto CAD/similar plans and drawing
2 / Provide Mechanical Engineering services and produce Auto CAD or other approved software drawings (designs, layouts, construction drawings/plans etc.)
3 / Consultation with:
Quantity survey / Electrical / Structural / Civil
Mechanical
Project Management and quality control inspection during construction /installations
4 / Compile bill of quantities and cost estimates (professional services QS)
5 / Disbursement
6 / Site visit with professional team during execution (produce technical reports, evaluate/verify claims and payment certificates and sign off for payment)
Sub total / R / R
Grand total / R

11.1. TOTAL BID PRICE

Having read through and examined the Tender Document, Tender no. ………….., the General Conditions, The requirement and all other Annexes to the Tender Document, we respond to mechanical engineering services to GPAA Head Office listed above, for the once off duration at the above stipulated rate______

We confirm that this hourly rate covers all mechanical engineering services per hour for the GPAA head office, including but not limited to the supply of all required services and mechanical engineering services. We confirm that the GPAA will incur no additional costs whatsoever over and above this hourly rate in connection with the services related to mechanical engineering to GPAA head office. We undertake to hold this offer open for acceptance for a period of 120 days from the date of submission of offers. We further undertake that upon final acceptance of our offer, we will commence with delivery when required to do so by the Client. Moreover, we agree that until formal Contract Documents have been prepared and executed, this Form of Tender, together with a written acceptance from the Client shall constitute a binding agreement between us, governed by the terms and conditions set out in this Request for Proposals. We understand that you are not bound to accept the lowest or any offer and that we must bear all costs which we have incurred in connection with preparing and submitting this tender.

We hereby undertake for the period during which this tender remains open for acceptance not to divulge to any persons, other than the persons to which the tender is submitted, any information relating to the submission of this tender or the details therein except where such is necessary for the submission of this tender.

SIGNED / DATE
(Print name of signatory)
Designation
FOR AND ON BEHALF OF: / COMPANY NAME
Tel No
Fax No
Cell No

EVALUATION CRITERIA

12. EVALUATION CRITERIA

ADMINISTRATIVE COMPLIANCE AND TECHNICAL REQUIREMENTS

Administrative compliance and the functional / technical criterion that will be utilized to test the capability of service providers was set as follows:

Item No. / Evaluation Criteria Item :
80/20 Principle / Weight
A / Administrative compliance
B / Price / 80
C / B-BBEE status / 20
With the individual points made up as follows:
A / Phase 1: Administrative compliance
/ Phase 1: Administrative compliance:
Fully comply with specification and requirements.
· Original valid tax clearance / SARS Tax status certificate with PIN number.
· Compulsory briefing session attended.
· Completed, signed and dated SBD forms (SBD 1, 4, 6.1, 8, and 9)
· Professional registration certificate with a relevant association / board in South Africa (ECSA)
· Technical proposal (which includes: company profile, track record and experience, capacity and capability, project plan, etc.).
Pricing proposal (SBD 3.1) to be submitted separately.
B / Phase 2: Functionality
/ Relevant Skills and Experience and Industry Exposure:
1. Technical Approach / The bidder must provide the GPAA with a detailed technical plan, which talks to his ability to demonstrate technical competency, clear planning, project management, and quality controls for fire detection and prevention systems. / 40
2. Capability / · A minimum of 3 CV of key personnel that will be involved in executing the project with a minimum of 3year qualification.
· The CV’s should include a minimum of 5 years relevant experience. /
10
20
3. Track record and previous experience / · A minimum of 5 years relevant company’s experience in delivering projects of a similar nature and scale.
· Proposal should include minimum 3 reference letters of corporate or public sector organisations / 20
10
NB: Minimum 60% qualifications on functionality.
Sub-total / 100

All Bidders who score LESS than (60% out of 100%) on functionality including site visit will not be considered for further evaluation on Price and BEE.

For purpose of evaluating functionality, the following values will be applicable:

1= / Poor / Will not be able to fulfil the requirements
2= / Average / Will partially fulfil the requirements
3= / Good / The bidder will be able to fulfil the requirements
4= / Very Good / The bidder will be able to fulfil better in terms of the requirements
5= / Excellent / Fully fulfil in terms of the requirements

SBD1

INVITATION TO BID

BID NUMBER: RFP SCM 20027 CLOSING DATE: 10 February 2016

CLOSING TIME: 12:00

DESCRIPTION: Supply of Mechanical Engineering Services for GPAA head office.

BID DOCUMENTS MAY BE POSTED TO OR DEPOSITED IN THE BID BOX SITUATED AT GPAA ADDRESSED TO:

The CEO: Government Pensions Administration Agency

Bid Administration

34 HAMILTON STR

ARCADIA

PRETORIA, TSHWANE

0001

Bidders should ensure that bids are delivered timorously to the correct address. If the bid is late, it will not be accepted for consideration. The bid box is generally open 8 hours a day between 08:00 to 16:30, Monday to Fridays.

ALL BIDS MUST BE SUBMITTED WITH THE STANDARD FORMS – (NOT TO BE RE-TYPED)

THIS BID IS SUBJECT TO THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT

NAME OF BIDDER

…………………………………………………………………………………………………………………

POSTAL ADDRESS

………………………………………………………………………………………………………………

STREET ADDRESS

………………………………………………………………………………………………………………

TELEPHONE

………………………………..……………………………….………………...

CELLPHONE ………………………………………………………………………………………………….………………..

FACSIMILE NUMBER

………………..……………………………………………………..

VATREGISTRATIONNUMBER ………………………………………………………………………………………………………….

HAS A TAX CLEARANCE CERTIFICATE BEEN SUBMITTED (SBD2)? YES/NO

SIGNATURE OF BIDDER …………………………………………………………………………………………

DATE…………………………………………………………………………………………

CAPACITY UNDER WHICH THIS BID IS SIGNED:………………………………………………………….

SBD3.1

PRICING SCHEDULE – FIRM PRICES

NOTE: ONLY FIRM PRICES WILL BE ACCEPTED. NON-FIRM PRICES (INCLUDING PRICES SUBJECT TO RATES OF EXCHANGE VARIATIONS) WILL NOT BE CONSIDERED

IN CASES WHERE DIFFERENT DELIVERY POINTS INFLUENCE THE PRICING, A SEPARATE PRICING SCHEDULE MUST BE SUBMITTED FOR EACH DELIVERY POINT

Name of bidder….... Bid number: RFP SCM 20027
Closing Time 10 February 2017
DESCRIPTION: Supply of Mechanical Engineering Services for GPAA head office.

OFFER TO BE VALID FOR 120 DAYS FROM THE CLOSING DATE OF BID.

Further details of the proposed fee structure can be attached over and above the information given in the above table.

All prices must be in RSA currency including VAT.

Required by: GPAA

At: 34 Hamilton Street, Arcadia Pretoria

SBD 4

DECLARATION OF INTEREST

1. Any legal person, including persons employed by the GPAA*, or persons having a kinship with persons employed by the GPAA, including a blood relationship, may make an offer or offers in terms of this invitation to bid (includes a price quotation, advertised competitive bid, limited bid or proposal). In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the GPAA, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her position in relation to the evaluating/adjudicating authority and/or take an oath declaring his/her interest, where-

- the bidder is employed by the GPAA; 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.

2.1 Full Name of bidder or his or her representative: …………………

2.2 Identity Number: ………………………………………………

2.3 Position occupied in the Company (director, shareholder etc): ………

2.4 Company Registration Number: ………………………………………

2.5 Tax Reference Number: ………………………………………….

2.6 VAT Registration Number: ……………………………………………

* “GPAA” means –