RFI/EOI for shortlist of a Stage 2 April 2017 TRANSNET SOC LTD [Registration No. 1990/000900/30] REQUEST FOR INFORMATION [RFI] FOR TRANSNET ENGINEERING NEWSLETTER AND E- NEWSLETTER Information is required to enable Transnet to: Request for information (RFI) for Transnet Engineering Newsletter and E-Newsletter, Transnet Engineering is issuing this RFI to gain a better insight, understanding on the market and vendor capabilities for the provision of Newsletter and E-Newsletter which will be printed and posted on notice-boards on a monthly basis to ensure a wider audience reach. THEREAFTER THROUGH A SEPARATE “REQUEST FOR PROPOSAL” [RFP] PROCESS To appoint Service Provider to undertake for the provision of Transnet Engineering Newsletter and E-Newsletter over an agreed period. RFI NUMBER: TE19-KLP-8DO-09622 ISSUE DATE: 18 DECEMBER 2019 COMPULSORY BRIEFING: 20 JANUARY 2020 CLOSING DATE: 28 JANUARY 2020 EXTENDED DATE: 04 FEBRUARY 2020 CLOSING TIME: 10:00AM VALIDITY DATE: 31 JULY 2020
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RFI/EOI for shortlist of a Stage 2 April 2017
TRANSNET SOC LTD
[Registration No. 1990/000900/30]
REQUEST FOR INFORMATION [RFI] FOR TRANSNET ENGINEERING NEWSLETTER AND E-
NEWSLETTER
Information is required to enable Transnet to:
Request for information (RFI) for Transnet Engineering Newsletter and E-Newsletter, Transnet
Engineering is issuing this RFI to gain a better insight, understanding on the market and vendor capabilities for
the provision of Newsletter and E-Newsletter which will be printed and posted on notice-boards on a monthly
basis to ensure a wider audience reach.
THEREAFTER
THROUGH A SEPARATE “REQUEST FOR PROPOSAL” [RFP] PROCESS
To appoint Service Provider to undertake for the provision of Transnet Engineering Newsletter and E-Newsletter
over an agreed period.
RFI NUMBER: TE19-KLP-8DO-09622
ISSUE DATE: 18 DECEMBER 2019
COMPULSORY BRIEFING: 20 JANUARY 2020
CLOSING DATE: 28 JANUARY 2020
EXTENDED DATE: 04 FEBRUARY 2020
CLOSING TIME: 10:00AM
VALIDITY DATE: 31 JULY 2020
Transnet RFI No TE19-KLP-8DO-09622 For the Provision of Newsletter and E-Newsletter Page 2 of 31
TRANSNET ENGINEERING IS SEEKING RFI FOR THE NEWSLETTER/ MAGAZINE WILL BE SUPPORTED ON MONTHLY BASIS BY AN ELECTRONIC NEWSLETTER. TO ENSURE WIDER AUDIENCE REACH, THIS E-NEWSLETTER WILL BE PRINTED AND POSTED ON NOTICE-BOARDS ON A MONTHLY BASIS................................................................. 12
RFI for provision of Transnet Engineering Newsletter and E-Newsletter
for Transnet SO Ltd operating as Transnet Engineering
Section 1: NOTICE TO RESPONDENTS
1 INFORMATION REQUEST
Information is requested from interested persons, companies, close corporations or enterprises
[hereinafter referred to as the Respondent(s)] to supply the aforementioned information to Transnet.
Respondents are to note that only those that have responded to this RFI and who have been shortlisted
following the bid evaluation process detailed in this RFI, will be allowed to participate in the Stage 2 RFP
process.
DESCRIPTION
RFI for the Provision to supply information for Transnet Engineering Newsletter and E-Newsletter. Respondents are hereby invited to participate in the supply of information for Transnet Engineering Newsletter and E-Newsletter which will be printed and posted on notice-boards on a monthly basis to ensure a wider audience reach.
BID FEE AND BANKING DETAILS
This RFI may be downloaded directly from National Treasury’s e-Tender Publication Portal at www.etenders.gov.za free of charge.
ISSUE DATE 18 December 2019
COMPULSORY
BRIEFING SESSION
Date: 20 January 2020
Time: 11:00am
Venue: Transnet Engineering
Kopanong Building, Ground Floor Boardroom
Koedoespoort
Pretoria
0186
CLOSING DATE
10:00am on Tuesday 04 February 2020
Bidders must ensure that bids are delivered timeously to the correct address.
As a general rule, if a bid is late or delivered to the incorrect address, it will not be accepted for consideration.
VALIDITY PERIOD
120 Business Days (31 July 2020) from Closing Date.
Bidders are to note that they may be requested to extend the validity period of their bid, on the same terms and conditions, if the internal evaluation process has not been finalised within the validity period. However, once the adjudication body has approved the process and award of the business to the successful bidder(s), the validity of the successful bidder(s)’ bid will be deemed to remain valid until a final contract has been concluded.
Any additional information or clarification will be faxed or emailed to all Respondents, if necessary.
2 FORMAL BRIEFING
A compulsory briefing will be conducted at Transnet Engineering, Kopanong Building, Ground Floor
Boardroom, Koedoespoort, Pretoria 0186 on the 20 January 2020 at 11:00am to 12:00pm for a
period of ± 1 hour. [Respondents to provide own transportation and accommodation]. The briefing
6.3 Respondents are to note that changes to its submission will not be considered after the closing
date.
Respondents are warned that a Proposal may be liable to disqualification should any attempt be
made by a Respondent either directly or indirectly to canvass any officer or employee of Transnet
in respect of this RFI between the closing date and the date of the award of the business.
1 The Minister of Trade and Industry has the power to designate certain Organs of State or Public Entities as B-BBEE Facilitators. As such they will be treated as having rights of ownership held 100% by Black People, 40% by Black Women and 20% by Black designated groups.
Transnet RFI No TE19-KLP-8DO-09622 For the Provision of Newsletter and E-Newsletter Page 12 of 31
____________________ ____________________ Respondent’s Signature Date and Company Stamp
RFI for provision of Transnet Engineering Newsletter and E-Newsletter
for Transnet SOC Ltd operating as Transnet Engineering
Section 2: RFI SCOPE OF REQUIREMENTS
1 INTRODUCTION
Transnet Engineering is seeking RFI for the Newsletter/ Magazine will be supported on monthly basis by an
electronic newsletter (E-Newsletter). To ensure wider audience reach, this e-newsletter will be printed and
posted on notice-boards on a monthly basis.
2 BACKGROUND
Following a subsequent RFP process, Transnet’s intention is to compile a consolidated specification and only
approach those who technically complied to this RFI.
Your submission should include in detail your proposed methodology, and preliminary program of expected
activities. From the RFI and response and/or submissions thereto, Transnet will compile an RFP document
which will include an indicative schedule of activities and timelines.
3 KEY OBJECTIVES OF THIS RFI PROCESS
The following list of deliverables captures the minimum intent and objectives of the RFI process. Transnet requests
all Respondents to assist with the achievement of these objectives by submitting the requested information as
indicated below. This will be finalised in the RFP documents following the RFI process:
Indicative Costs
4 GENERAL RESPONDENT OBLIGATIONS
4.1 The Respondent(s) shall be fully responsible to Transnet for the acts and omissions of persons directly
or indirectly employed by them.
4.2 The Respondent (s) must comply with the requirements stated in this RFI.
5 CONFIDENTIALITY AND COMPLIANCE
This RFI and information contained herein or provided for purposes thereof, remain the property of Transnet and
may not be reproduced, sold or otherwise disposed of. All recipients of this document (whether a RFI is submitted or
not) shall treat the details of this document as strictly private and confidential.
Information disclosed in this RFI is given in good faith and only for the purposes of providing sufficient information to
the Respondent to enable submission of a well-informed and realistic RFI.
6 UNDERTAKINGS BY RESPONDENT
It will be accepted that the Respondent, on submitting the RFI response, has read, understood and accepted all the
terms and conditions of the document. The submission of an RFI by any Respondent shall presume complete
acceptance of the terms and conditions of the document. All qualifications and or exceptions should be noted in the
RFI Response document.
Transnet RFI No TE19-KLP-8DO-09622 For the Provision of Newsletter and E-Newsletter Page 13 of 31
____________________ ____________________ Respondent’s Signature Date and Company Stamp
7 COSTS TO RESPOND TO THE RFI
All Respondents wishing to submit a RFI response must be in possession of this document, the RFI. Transnet will not
be responsible for or pay any expense or losses which may be incurred by any Respondent in the preparation and
submission of the RFI and the costs of the RFI at all stages of the RFI process. Costs, if any, will be for each
Respondent’s own account.
Transnet reserves the right to invite certain Respondents to present or otherwise demonstrate their proposed
solution as per their RFI, at the Respondent’s own cost.
8 AUTHORITY OF SIGNATORY
8.1 If the RFI Respondent is a company, a certified copy of the resolution of the Board of Directors (i.e.
personally signed by the Chairman or Secretary of the Board) authorising the person who signs this
RFI to do so and any other documents and correspondence in connection with this RFI and/or
agreement on behalf of the company, must be submitted with their RFI.
8.2 If the RFI Respondent is a partnership, a certified copy of the resolution of the partners (personally
signed by all the partners) authorising the person who signs this RFI to do so and any other
documents and correspondence in connection with this RFI and/or agreement on behalf of the
partnership, must be submitted with this RFI.
8.3 If the RFI Respondent constitutes a “one-man business”, certified proof must be submitted that the
person signing this RFI and any other documents and correspondence in connection with this RFI
and/or agreement is the sole owner of the one-man business.
Failure to comply with this clause may result in rejection of the RFI response.
9 OFFERING OF COMMISSION OR GRATUITY
If a Respondent, or any person employed by him, is found to have either directly or indirectly offered, promised or
given to any person in the employ of Transnet, any commission, gratuity, gift or other consideration, Transnet shall
have the right and without prejudice to any other legal remedy which it may have in regard to any loss or additional
cost or expenses, to disqualify the RFI Respondent from further participation in this process and any other
subsequent processes in this regard. The RFI Respondent will be responsible for all and any loss that Transnet may
suffer as a result thereof. In addition, Transnet reserves the right to exclude such a Respondent from future business
with Transnet.
10 UNDERTAKING BY TRANSNET
In responding to this RFI, Transnet encourages all RFI Respondents to put their best effort into the construction and
development of the proposal.
The RFI process will include due governance and the results of the adjudication process will be available to
Respondents who are not successful under certain conditions. This will be allowed at the sole discretion of Transnet.
11 RFI SELECTION CRITERIA
The following selection criteria will be used as a guide for adjudicating Respondents. It should be noted that the
weighting represents a “balanced scorecard” for selection.
Transnet RFI No TE19-KLP-8DO-09622 For the Provision of Newsletter and E-Newsletter Page 14 of 31
____________________ ____________________ Respondent’s Signature Date and Company Stamp
NEWSLETTER AND E-NEWSLETTER
Technical Evaluation Sheet
Technical threshold is 70% weighted score
TE Requirement Weighting Scoring
Evidence
Portfolio of evidence that demonstrates experience in newsletter and e-newsletter production: 3 X portfolio physical samples of newsletters/ e-newsletters to be submitted
50%
50 points for excellent (covers all elements as stated 0 points -not acceptable(covers no elements as stated)
Corporate profile/ brochure for newsletter including e-newsletter
Evidence of experience:3x contactable reference letters on letterhead from previous clients, indicating experience as per scope of work
20%
20 points - 3 letters provided 0 points - less than 3 letters provided
Signed testimonial on letterhead with date, value and contact details
Skills and qualifications of bidder personnel as per scope of work. Bidders are to provide a list of team members in their employ with 3 years of experience in relation to the scope of work as follows: 1 x senior graphic designer, 1 x copywriter,1 x Editor
20%
20 points - all cv’s provided with experience, years for all staff
0-points, no CV's provided, less than 3 CV’s
CVs with contactable references, copies of qualifications and years of experience
A case study should clearly indicate the following- clear description of services provided, model of project implementation, adherence to budget, adherence to timelines, adherence to brief, demonstrated ROI, learnings
10%
10 points for a case study document with all elements as outlined
0-points for no case study provided
Case study document clearly outlining the client work and name and contact details of the client
Score% 100%
Name: ……………………………
Signature: ………………………
Date: …………………………….
Transnet RFI No TE19-KLP-8DO-09622 For the Provision of Newsletter and E-Newsletter Page 15 of 31
____________________ ____________________ Respondent’s Signature Date and Company Stamp
RFI for provision of Transnet Engineering Newsletter and E-Newsletter
for Transnet SOC Ltd operating as Transnet Engineering
Section 3: TRANSNET’S RFI INFORMATION
1 REQUIREMENTS FOR RFI
Respondents expressing an interest to participate in this RFI stage must qualify in terms of the minimum
predetermined requirements and have the capability to supply / provide the full range of Products/ Services, as set
out below:
2 TECHNICAL CAPABILITY
Respondents are required to indicate their existing technical capability by ticking the applicable box in the table
below:
Description Yes No
Design, layout, printing and delivery of the newsletter
To do proof read, design and layout of the HTML mailer.
Transnet RFI No TE19-KLP-8DO-09622 For the Provision of Newsletter and E-Newsletter Page 16 of 31
____________________ ____________________ Respondent’s Signature Date and Company Stamp
3 EVALUATION METHODOLOGY AND CRITERIA
During this RFI process and the subsequent RFP process Transnet intends utilising the following methodology and
criteria in selecting a preferred Supplier(s). Please note that the criteria and/or weightings listed in the various
stages below may change at RFP stage.
Responsiveness Administrative
RETURNABLE DOCUMENTS
& SCHEDULES
70% Minimum Threshold
TECHNICAL
Conclude and approach bidders who have responded and passed stage 2 for RFP.
RFP
NB: Evaluation of the various stages will normally take place in a sequential manner. However, in order to expedite the process, Transnet reserves the right to conduct the different stages of the evaluation process in parallel. In such instances the evaluation of bidders at any given stage must therefore not be interpreted to mean that bidders have necessarily passed any previous stage(s).
3.1 SUMMARY OF PROPOSED RFI EVALUATION THRESHOLD AND WEIGHTINGS
EVALUATION CRITERIA MINIMUM THRESHOLD [%]
Technical / functionality 70%
EVALUATION CRITERIA FINAL WEIGHTED SCORES
Price N/A
B-BBEE N/A
TOTAL SCORE: N/A
Note: Transnet will reserve the right to conduct post-tender negotiations with the preferred Respondent(s) during RFP stage.
Stage 2
Transnet RFI No TE19-KLP-8DO-09622 For the Provision of Newsletter and E-Newsletter Page 17 of 31
____________________ ____________________ Respondent’s Signature Date and Company Stamp
RFI for provision of Transnet Engineering Newsletter and E-Newsletter
for Transnet SOC Ltd operating as Transnet Engineering
In addition to the requirements of section (a) above, Respondents are further required to submit with their
Proposals the following essential Returnable Documents as detailed below.
Essential Returnable Documents required for evaluation purposes:
Failure to provide all essential Returnable Documents used for purposes of scoring a bid, by the closing date and time of this bid will not result in a Respondent’s disqualification. However, Bidders will receive an automatic score of zero for the applicable evaluation criterion. Bidders are therefore urged to ensure that all these documents are returned with their Proposals.
Please confirm submission of these essential Returnable Documents by indicating Yes or No in the table
below:
Transnet RFI No TE19-KLP-8DO-09622 For the Provision of Newsletter and E-Newsletter Page 19 of 31
____________________ ____________________ Respondent’s Signature Date and Company Stamp
ESSENTIAL RETURNABLE DOCUMENTS USED FOR SCORING SUBMITTED
[Yes or No]
3 Corporate Profile/Brochure for Newsletter including E-Newsletter
3 Signed Testimonial on Letterhead with Date, Value and Contact Details
CV’s with contactable references, copies of qualifications and years of experience
Case study document clearly outlining the client’s work, name and contact details of
the client
Signed Certificate of Attendance
Other Essential Returnable Documents:
Failure to provide other essential Returnable Documents may result in a Respondent’s disqualification. Bidders are therefore urged to ensure that all these documents are returned with their Proposals.
Please confirm submission of these essential Returnable Documents by indicating Yes or No in the table
below:
CONTINUED VALIDITY OF RETURNABLE DOCUMENTS
The successful Respondent will be required to ensure the validity of all returnable documents, including but not
limited to its Tax Clearance Certificate and valid B-BBEE Verification Certificate, for the duration of any contract
emanating from this RFI/EOI. Should the Respondent be awarded the contract [the Agreement] and fail to present
Transnet with such renewals as and when they become due, Transnet shall be entitled, in addition to any other
rights and remedies that it may have in terms of the eventual Agreement, to terminate such Agreement forthwith
without any liability and without prejudice to any claims which Transnet may have for damages against the
Respondent.
SIGNED at ___________________________ on this _____ day of __________________________ 20___
SIGNATURE OF WITNESSES ADDRESS OF WITNESSES
OTHER ESSENTIAL RETURNABLE DOCUMENTS & SCHEDULES
SUBMITTED
[Yes or No]
In the case of Joint Ventures, a copy of the Joint Venture Agreement or written confirmation of the intention to enter into a Joint Venture Agreement
SECTION 5 : Certificate Of Acquaintance with RFI, Terms & Conditions & Applicable Documents
Tax Clearance Certificate or electronic access PIN obtained from SARS’s new Tax Compliance Status (TCS) system
[Consortia / Joint Ventures must submit a separate Tax Clearance Certificate for each party]
SECTION 6 : B-BBEE Preference Claim Form
CSD Report
Transnet RFI No TE19-KLP-8DO-09622 For the Provision of Newsletter and E-Newsletter Page 20 of 31
____________________ ____________________ Respondent’s Signature Date and Company Stamp
9.7 Total number of years the company/firm has been in business:……………………………
9.8 I/we, the undersigned, who is / are duly authorised to do so on behalf of the company/firm, certify that
the points claimed, based on the B-BBE status level of contribution indicated in paragraph 7 of the
foregoing certificate, qualifies the company/ firm for the preference(s) shown and I / we acknowledge
that:
i) The information furnished is true and correct;
ii) The preference points claimed are in accordance with the General Conditions as indicated in
paragraph 1 of this form;
iii) In the event of a contract being awarded as a result of points claimed as shown in paragraph 7, the
contractor may be required to furnish documentary proof to the satisfaction of the purchaser that the
claims are correct;
iv) If a bidder submitted false information regarding its B-BBEE status level of contributor, local
production and content, or any other matter required in terms of the Preferential Procurement
Regulations, 2017 which will affect or has affected the evaluation of a bid, or where a bidder has
failed to declare any subcontracting arrangements or any of the conditions of contract have not been
fulfilled, the purchaser may, in addition to any other remedy it may have
(a) disqualify the person from the bidding process;
(b) recover costs, losses or damages it has incurred or suffered as a result of that person’s conduct;
(c) cancel the contract and claim any damages which it has suffered as a result of
having to make less favourable arrangements due to such cancellation;
(d) if the successful bidder subcontracted a portion of the bid to another person without disclosing it, Transnet reserves the right to penalise the bidder up to 10 percent of the value of the contract;
(e) recommend that the bidder or contractor, its shareholders and directors, or only the shareholders and directors who acted on a fraudulent basis, be restricted by the National Treasury from obtaining business from any organ of state for a period not exceeding 10 years, after the audi alteram partem (hear the other side) rule
Transnet RFI No TE19-KLP-8DO-09622 For the Provision of Newsletter and E-Newsletter Page 29 of 31
____________________ ____________________ Respondent’s Signature Date and Company Stamp
has been applied; and
(f) forward the matter for criminal prosecution.
……………………………………….
SIGNATURE(S) OF BIDDERS(S)
DATE: …………………………………..
ADDRESS …………………………………..
…………………………………..
…………………………………..
WITNESSES
1. ……………………………………..
2. …………………………………….
Transnet RFI No TE19-KLP-8DO-09622 For the Provision of Newsletter and E-Newsletter Page 30 of 31
____________________ ____________________ Respondent’s Signature Date and Company Stamp
RFI for provision of Transnet Engineering Newsletter and E-Newsletter
for Transnet SOC Ltd operating as Transnet Engineering
Section 7: RFI CLARIFICATION REQUEST FORM
RFI No: GSM TE19-KLP-8DO-09622
Deadline for RFI clarification submissions: Before 14:00pm on 22 January 2020