SBD1 1 PART A INVITATION TO BID YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE (NAME OF DEPARTMENT/ PUBLIC ENTITY) BID NUMBER: GTAC 030/2018 CLOSING DATE: 31 JANUARY 2019 CLOSING TIME: 11 AM DESCRIPTION REQUEST FOR PROPOSAL (RFP) FOR THE PROVISION OF THE NATIONAL VEHICLE FLEET SERVICES TO BE PROCURED AS A PUBLIC PRIVATE PARTNERSHIP THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM (SBD7). BID RESPONSE DOCUMENTS MAY BE DEPOSITED IN THE BID BOX SITUATED AT (STREET ADDRESS) GTAC TENDER BOX GOVERNMENT TECHNICAL ADVISORY CENTRE (GTAC): NATIONAL TREASURY 240 MADIBA STREET (CORNER THABO SEHUME STREET), PRETORIA 24TH FLOOR RECEPTION AREA SUPPLIER INFORMATION NAME OF BIDDER POSTAL ADDRESS STREET ADDRESS TELEPHONE NUMBER CODE NUMBER CELLPHONE NUMBER FACSIMILE NUMBER CODE NUMBER E-MAIL ADDRESS VAT REGISTRATION NUMBER TCS PIN: OR CSD No: B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE [TICK APPLICABLE BOX] Yes No B-BBEE STATUS LEVEL SWORN AFFIDAVIT Yes No IF YES, WHO WAS THE CERTIFICATE ISSUED BY? AN ACCOUNTING OFFICER AS CONTEMPLATED IN THE CLOSE CORPORATION ACT (CCA) AND NAME THE APPLICABLE IN THE TICK BOX AN ACCOUNTING OFFICER AS CONTEMPLATED IN THE CLOSE CORPORATION ACT (CCA) A VERIFICATION AGENCY ACCREDITED BY THE SOUTH AFRICAN ACCREDITATION SYSTEM (SANAS) A REGISTERED AUDITOR NAME: [A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/SWORN AFFIDAVIT(FOR EMEs& QSEs) MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE] ARE YOU THE ACCREDITED REPRESENTATIVE IN SOUTH AFRICA FOR THE GOODS /SERVICES /WORKS OFFERED? Yes No [IF YES ENCLOSE PROOF] ARE YOU A FOREIGN BASED SUPPLIER FOR THE GOODS /SERVICES /WORKS OFFERED? Yes No [IF YES ANSWER PART B:3 BELOW ] SIGNATURE OF BIDDER ……………………………… DATE CAPACITY UNDER WHICH THIS BID IS SIGNED (Attach proof of authority to sign this bid; e.g. resolution of directors, etc.) TOTAL NUMBER OF ITEMS OFFERED TOTAL BID PRICE (ALL INCLUSIVE) BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TO: TECHNICAL INFORMATION MAY BE DIRECTED TO: DEPARTMENT/ PUBLIC ENTITY CONTACT PERSON CONTACT PERSON TELEPHONE NUMBER TELEPHONE NUMBER FACSIMILE NUMBER FACSIMILE NUMBER E-MAIL ADDRESS E-MAIL ADDRESS 1
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SBD1
1
PART A INVITATION TO BID
YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE (NAME OF DEPARTMENT/ PUBLIC ENTITY)
BID NUMBER: GTAC 030/2018 CLOSING DATE: 31 JANUARY 2019 CLOSING TIME: 11 AM
DESCRIPTION REQUEST FOR PROPOSAL (RFP) FOR THE PROVISION OF THE NATIONAL VEHICLE FLEET SERVICES TO BE PROCURED AS A PUBLIC PRIVATE PARTNERSHIP
THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM (SBD7).
BID RESPONSE DOCUMENTS MAY BE DEPOSITED IN THE BID BOX
SITUATED AT (STREET ADDRESS)
GTAC TENDER BOX
GOVERNMENT TECHNICAL ADVISORY CENTRE (GTAC): NATIONAL TREASURY
240 MADIBA STREET (CORNER THABO SEHUME STREET), PRETORIA
24TH FLOOR RECEPTION AREA
SUPPLIER INFORMATION
NAME OF BIDDER
POSTAL ADDRESS
STREET ADDRESS
TELEPHONE NUMBER CODE NUMBER
CELLPHONE NUMBER
FACSIMILE NUMBER CODE NUMBER
E-MAIL ADDRESS
VAT REGISTRATION NUMBER
TCS PIN: OR CSD No:
B-BBEE STATUS LEVEL VERIFICATION
CERTIFICATE
[TICK APPLICABLE BOX]
Yes
No
B-BBEE STATUS
LEVEL SWORN
AFFIDAVIT
Yes
No
IF YES, WHO WAS THE CERTIFICATE
ISSUED BY?
AN ACCOUNTING OFFICER AS
CONTEMPLATED IN THE CLOSE
CORPORATION ACT (CCA) AND NAME THE
APPLICABLE IN THE TICK BOX
AN ACCOUNTING OFFICER AS CONTEMPLATED IN THE CLOSE CORPORATION
ACT (CCA)
A VERIFICATION AGENCY ACCREDITED BY THE SOUTH AFRICAN ACCREDITATION
SYSTEM (SANAS)
A REGISTERED AUDITOR
NAME: [A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/SWORN AFFIDAVIT(FOR EMEs& QSEs) MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE]
ARE YOU THE ACCREDITED
REPRESENTATIVE IN SOUTH AFRICA FOR
THE GOODS /SERVICES /WORKS
OFFERED?
Yes No
[IF YES ENCLOSE PROOF]
ARE YOU A FOREIGN
BASED SUPPLIER FOR
THE GOODS /SERVICES
/WORKS OFFERED?
Yes No
[IF YES ANSWER PART B:3
BELOW ]
SIGNATURE OF BIDDER ……………………………… DATE
CAPACITY UNDER WHICH THIS BID IS
SIGNED (Attach proof of authority to sign
this bid; e.g. resolution of directors, etc.)
TOTAL NUMBER OF ITEMS OFFERED
TOTAL BID PRICE (ALL
INCLUSIVE)
BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TO: TECHNICAL INFORMATION MAY BE DIRECTED TO:
DEPARTMENT/ PUBLIC ENTITY CONTACT PERSON
CONTACT PERSON TELEPHONE NUMBER
TELEPHONE NUMBER FACSIMILE NUMBER
FACSIMILE NUMBER E-MAIL ADDRESS
E-MAIL ADDRESS
1
SBD1
2
PART B TERMS AND CONDITIONS FOR BIDDING
1. BID SUBMISSION: 1.1. BIDS MUST BE DELIVERED BY THE STIPULATED TIME TO THE CORRECT ADDRESS. LATE BIDS WILL NOT BE ACCEPTED FOR
CONSIDERATION. 1.2. ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS PROVIDED–(NOT TO BE RE-TYPED) OR ONLINE
1.3. BIDDERS MUST REGISTER ON THE CENTRAL SUPPLIER DATABASE (CSD) TO UPLOAD MANDATORY INFORMATION NAMELY: ( BUSINESS REGISTRATION/ DIRECTORSHIP/ MEMBERSHIP/IDENTITY NUMBERS; TAX COMPLIANCE STATUS; AND BANKING INFORMATION FOR VERIFICATION PURPOSES). B-BBEE CERTIFICATE OR SWORN AFFIDAVIT FOR B-BBEE MUST BE SUBMITTED TO BIDDING INSTITUTION.
1.4. WHERE A BIDDER IS NOT REGISTERED ON THE CSD, MANDATORY INFORMATION NAMELY: (BUSINESS REGISTRATION/ DIRECTORSHIP/ MEMBERSHIP/IDENTITY NUMBERS; TAX COMPLIANCE STATUS MAY NOT BE SUBMITTED WITH THE BID DOCUMENTATION. B-BBEE CERTIFICATE OR SWORN AFFIDAVIT FOR B-BBEE MUST BE SUBMITTED TO BIDDING INSTITUTION.
1.5. THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT 2000 AND THE PREFERENTIAL
PROCUREMENT REGULATIONS, 2017, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER LEGISLATION OR SPECIAL CONDITIONS OF CONTRACT.
2. TAX COMPLIANCE REQUIREMENTS
2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS.
2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS TO ENABLE THE
ORGAN OF STATE TO VIEW THE TAXPAYER’S PROFILE AND TAX STATUS.
2.3 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) OR PIN MAY ALSO BE MADE VIA E-FILING. IN ORDER TO USE THIS PROVISION,
TAXPAYERS WILL NEED TO REGISTER WITH SARS AS E-FILERS THROUGH THE WEBSITE WWW.SARS.GOV.ZA.
2.4 BIDDERS MAY ALSO SUBMIT A PRINTED TCS TOGETHER WITH THE BID.
2.5 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED, EACH PARTY MUST SUBMIT A SEPARATE
PROOF OF TCS / PIN / CSD NUMBER.
2.6 WHERE NO TCS IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A CSD NUMBER MUST
BE PROVIDED.
3. QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS
3.1. IS THE BIDDER A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO
3.2. DOES THE BIDDER HAVE A BRANCH IN THE RSA? YES NO
3.3. DOES THE BIDDER HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO
3.4. DOES THE BIDDER HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO
IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN, IT IS NOT A REQUIREMENT TO OBTAIN A TAX COMPLIANCE STATUS / TAX COMPLIANCE SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 ABOVE.
NB: FAILURE TO PROVIDE ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID.
2
BID NUMBER: GTAC030/2018: REQUEST FOR PROPOSAL- FOR THE PROVISION OF THE NATIONAL VEHICLE FLEET SERVICES THROUGH A PPP
GENERAL DEFINITIONS ........................................................................................................................ 9
1 IMPORTANT NOTICE ..................................................................................................................... 14
2 OVERVIEW OF THE RFP DOCUMENT ............................................................................................. 15
3 OVERVIEW OF THE PROJECT ......................................................................................................... 16
3.1 INTRODUCTION ..................................................................................................................... 16 3.2 THE NATIONAL FLEET PPP PROJECT .................................................................................. 17 3.2.1 THE ROLE OF NDOT AND RATIONALE FOR THIS PROJECT ................................................... 17 3.2.2 FLEET CONTRACTS:............................................................................................................. 18 3.2.3 THE PUBLIC PRIVATE PARTNERSHIP PROCUREMENT MODEL .............................................. 19 3.2.4 PROJECT METHODOLOGY AND APPROACH .......................................................................... 20 3.2.5 PROJECT PROCUREMENT ACTIVITIES .................................................................................. 21 3.2.6 PRIVATE PARTY SERVICES REQUIRED ................................................................................. 23 3.2.7 PROJECT BACKGROUND ...................................................................................................... 24 3.2.7.1 STATUS QUO ................................................................................................................... 24
4 PROJECT AFFORDABILITY AND CONTRACT PARAMETERS.............................................................. 26
4.8.1 Monthly Invoicing and Payments for Long Term Fleet ....................................................... 30 4.8.2 Monthly Invoicing and Payments for Short & Medium Term Fleet as well as Bus rentals .... 32
6.4.8 CRITICAL SERVICE LEVELS .................................................................................................. 52 6.5 SHORT TERM OR MEDIUM TERM RENTAL. INCLUDING SPECIAL EVENTS OR PROJECTS AND
OTHER TRANSPORT REQUIREMENTS.................................................................................................. 53 6.5.1 Short Term or Medium term Rental of Passenger and Commercial vehicles ....................... 53
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BID NUMBER: GTAC030/2018: REQUEST FOR PROPOSAL- FOR THE PROVISION OF THE NATIONAL VEHICLE FLEET SERVICES THROUGH A PPP
6.5.2 Other Specific Transport Services ...................................................................................... 57 6.5.2.1.1 Point-to-Point .............................................................................................................. 57 6.5.2.1.2 Chauffeur services ....................................................................................................... 58 6.5.2.1.3 Bus Transport Services ................................................................................................. 58
6.5.2.2 PROVINCIAL AND REGIONAL DISTRIBUTION ...................................................................... 59 6.5.2.2.1 Point-to-Point .............................................................................................................. 59 6.5.2.2.2 Chauffeur services ....................................................................................................... 59 6.5.2.2.3 Bus Transport Services ................................................................................................. 60
6.5.2.3 VEHICLE CLASSIFICATION ................................................................................................ 60 6.5.2.4 GENERIC SPECIFICATIONS ............................................................................................... 60 6.5.2.5 CRITICAL SERVICE LEVELS ............................................................................................. 61 6.6 PPP CONTRACT GOVERNANCE; GENERAL BUSINESS AND ADMINISTRATIVE REQUIREMENTS
8. TARGET GROUPS AND SOCIO- ECONOMIC REQUIREMENTS .......................................................... 76
8.1 THE NDOT’S RESPONSE TO BEE ........................................................................................ 76 8.2 EMPOWERMENT PROJECT OBJECTIVES ............................................................................... 77
8.2.1 Ownership ....................................................................................................................... 77 8.2.2 Management Control ....................................................................................................... 77 8.2.3 Skills Development ........................................................................................................... 77 8.2.4 Enterprise and Supplier Development ............................................................................... 78 8.2.5 Social Responsibility ......................................................................................................... 78
8.3 NDOT VEHICLE PROJECT TARGET GROUP BALANCED SCORECARD .................................. 78 8.3.1 THE TARGET GROUP SCORECARD (THE SCORECARD) FOR THIS PROJECT: .......................... 79
10. INSTRUCTIONS TO BIDDERS .......................................................................................................... 83
10.1 INTRODUCTION ..................................................................................................................... 83 10.2 GENERAL ............................................................................................................................. 84 10.3 INFORMATION PROVIDED AND REQUIRED ............................................................................. 84 10.4 NO RIGHTS IN RESPECT OF THE PROJECT ........................................................................... 85 10.5 CONFIDENTIALITY ................................................................................................................ 85 10.6 QUALIFYING BIDDERS .......................................................................................................... 86
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BID NUMBER: GTAC030/2018: REQUEST FOR PROPOSAL- FOR THE PROVISION OF THE NATIONAL VEHICLE FLEET SERVICES THROUGH A PPP
10.7 NO PERSON (INCLUDING BOTH ENTERPRISES AND NATURAL PERSONS) OR ADVISOR
EMPLOYED BY EITHER THE NDOT, NATIONAL TREASURY OR ANY MEMBER OF THE TRANSACTION
ADVISOR, MAY ADVISE ANY BIDDER OR BE A MEMBER OF ANY BIDDER. THE BIDDER WARRANTS BY
VIRTUE OF IT SUBMITTING AN RFT THAT NO SUCH PERSON HAS ADVISED THE BIDDER OR IS A MEMBER
OF SUCH BIDDER. .............................................................................................................................. 90 10.8 ANY BID RECEIVED FROM A BIDDER WILL BE DISQUALIFIED IN THE EVENT THAT ANY MEMBER
OF THAT BIDDER IS DIRECTLY OR INDIRECTLY INVOLVED IN, OR A MEMBER OF, A COMPETING BIDDER’S
PP. 90 10.9 THE OEM, TYRE AND FUEL MANAGEMENT TECHNOLOGY SUPPLIERS SHALL FOR PURPOSES
OF THIS BID BE REGARDED AS SUPPLIERS THEREFORE CAN BE IN MORE THAN ONE BIDDER. ............... 90 10.10 LEGAL AND PP STRUCTURE REQUIREMENTS .................................................................. 90 10.11 COMPETITION .................................................................................................................. 91 10.12 CONFLICT OF INTEREST .................................................................................................. 92 10.13 ADVISORS AND LENDERS ................................................................................................ 92 10.14 GROUNDS FOR DISQUALIFICATION .................................................................................. 92 10.15 INTEGRITY AND HONESTY ................................................................................................ 92 MISSTATEMENTS OR OMISSIONS ARE CONTAINED IN ITS RESPONSE. ................................................. 92 10.16 NO CONTACT .................................................................................................................. 92 10.17 DECLARATION OF INTEREST ............................................................................................ 93 .......................................................................................................................................................... 93 10.18 COSTS OF RESPONDING TO THE RFP .............................................................................. 93 10.19 ADDITIONAL INFORMATION IN RESPECT OF BIDDERS ....................................................... 93 10.20 COPYRIGHT AND OWNERSHIP .......................................................................................... 93 10.21 DISPUTES ........................................................................................................................ 94 10.22 ACCESS TO INFORMATION ............................................................................................... 94 10.23 AMENDMENTS AND TERMINATION OF THE RFP PROCESS ............................................... 95 10.24 PRICING ........................................................................................................................... 95 10.25 BID BOND ........................................................................................................................ 95 10.26 COMPETITION COMMISSION ............................................................................................. 97 10.27 DISCLOSURE OF INFORMATION ........................................................................................ 97 10.28 INTERPRETATION REQUIREMENT ..................................................................................... 97 10.29 COMPULSORY BRIEFING SESSION ................................................................................... 97 10.30 QUESTIONS AND ANSWERS ............................................................................................. 99 10.31 BIDDER’S CONTACT PERSON .......................................................................................... 99 10.32 NDOT CONTACT PERSON ............................................................................................... 99 10.33 CLOSING DATE FOR SUBMISSIONS ................................................................................ 100 10.34 INFORMATION REQUIRED FROM BIDDERS...................................................................... 100 10.35 REQUIRED FORMAT OF RESPONSES .............................................................................. 118 10.36 ENGAGEMENT/PRESENTATION ...................................................................................... 120 10.37 NEGOTIATIONS .............................................................................................................. 120 10.38 DATA ROOM .................................................................................................................. 120
11 THE EVALUATION PROCESS ......................................................................................................... 121
11.1 INTRODUCTION ................................................................................................................... 121 11.2 OVERALL EVALUATION PROCESS AND CRITERIA ............................................................... 121 11.3 EVALUATION CRITERIA ...................................................................................................... 124 11.4 PRICING EVALUATION: ....................................................................................................... 125 11.5 BEE EVALUATION: ............................................................................................................ 127 11.6 FINAL SCORE ..................................................................................................................... 128 11.7 BEST AND FINAL OFFER .................................................................................................... 128 11.7.4 COMMUNICATION ........................................................................................................... 129
o While the project includes short term rentals, the Private Party is required
to source these on a competitive and cost effective basis throughout the
contract period and may not have a preferred supplier.
o Over and underutilization analysis
o The Private Party as an expert in the field will need to provide guidance,
strategic advice and suggestions regarding optimisation
6.8 Service Audits
o The service levels will be audited. The audits will cover, inter alia:
o Interrogation of performance reports as provided by the Private Party; and
o Monitoring implementation of optimisation initiatives by the participating
departments and the Private Party.
6.9 Management Information System (MIS)
6.9.1 Scope
o The term “Management Information System” broadly encapsulates the
following requirements for best-of-breed technology or software systems
which include, but are not necessarily limited to, the following:
o Financial and Billing System(s) suitable for a business enterprise of this nature,
o Fleet Operational Management and asset management system(s)
offering all the expected functionality of a system of type, including the ability to tie each individual vehicle to a unique departmental requirement so that at all times it would be possible to ascertain which specific vehicle replaced which other.
o General MIS – Management Information system I. Secure web-server where users can log-in with unique user
names and passwords to obtain information, request approvals or initiate service requests
II. Electronic workflow functionality to automate and record
approval and authorisation processes for service requests, rental vehicle bookings, etc.
III. Data storage and retrieval e.g. copy invoices, historical reports,
IV. Data analytics and the ability to analyse or interpret large volumes of data over-periods, or based on user specified parameters, do scenario planning, etc,
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BID NUMBER: GTAC030/2018: REQUEST FOR PROPOSAL- FOR THE PROVISION OF THE NATIONAL VEHICLE FLEET SERVICES THROUGH A PPP
V. Management reporting repository of previous and current Management Information reports, or
VI. Collection point of specific report requests / data analytic requests which are non-standard
o VMS – Vehicle Management System which covers: I. Pre-emptive theft warning system,
II. Real time Satellite tracking / vehicle positioning and movement tracking 24/7/365,
III. Driver verification and tracking, IV. Driving conditions monitoring and real-time notifications
(including erratic driving behaviour, high speed driving, harsh breaking, fast cornering, long idling, etc.)
V. Accident warnings, VI. Geo-fencing warnings,
VII. Trip-play back,
o Fuel / Toll payment facility for long term, short and medium term
vehicles. This is likely to be external systems e.g. provided by finance houses. It provides:
I. Means of payment for fuel transactions, II. Provides security and control over expenditure and built-in
measures to prevent or detect e.g. unauthorised fuelling / over-fuelling, fuelling of different vehicles or general fuel fraud
III. Ability to identify patterns or flag suspicious transactions automatically, issue real-time warnings for over-fuelling, prevent multiple use, provide general exception management etc.
IV. Accurate and timeous management reports
o Call centre system
I. 24/7/365 Call centre system to facilitate vehicle booking or service requests, road-side assistance or other user requests
6.9.2 Requirements
o The Private Party is responsible for providing, at its costs all MIS to enable
and facilitate the efficient provision of services in a manner that supports
the following goals over the duration of the contract life:
o MIS shall be the best available according to current industry standards and
all equipment and software shall be updated in line with industry trends
and requirements;
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BID NUMBER: GTAC030/2018: REQUEST FOR PROPOSAL- FOR THE PROVISION OF THE NATIONAL VEHICLE FLEET SERVICES THROUGH A PPP
Year 1 – 9 BID EVALUATION WEIGHTING (10% OF TOTAL)
D1 Project CAPEX and OPEX to Black Enterprises
40% of the total project cost per
annum
D2 Procurement cash flow spend in terms of Service Subcontractor to QSE’s and EMEs
30% of the total project cost per
annum
E Local Socio-Economic Impact 1% of Net Profit After Taxes (NPAT)
5%
Corporate Social Responsibility Bidders to specify Rand value per year to be spent on Corporate Social Responsibility and substantiate with defined plans for Corporate Social Responsibility initiatives
o The PPP BEE Balanced Scorecard will be used to provide quick-reference
benchmarks to measure the extent to which this PPP project is
successfully achieving BEE in terms of the Code of Good Practice. The
PPP BEE elements (A, B, C, D, E) and their sub-elements shown in
column 1 will be reflected in the BEE Schedule in the PPP Agreement.
o The PPP Bid evaluation weightings reflected in the column headed “BID
EVALUATION WEIGHTING” will be used to guide NDoT on a balanced
allocation of points out of 100 for the BEE component of the Bid evaluation.
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BID NUMBER: GTAC030/2018: REQUEST FOR PROPOSAL- FOR THE PROVISION OF THE NATIONAL VEHICLE FLEET SERVICES THROUGH A PPP
10.34.18 Executive Summary: (should not exceed 5 (five) pages) containing the following:
10.34.19 Summary of the salient aspects of the Bid and further motivating the capabilities of the Bidder to address the requirements of the National Department of Transport in respect of this specific Bid for:
10.34.19.1 Full Maintenance Lease / Long term Services;
10.34.19.2 Short Term Rental services;
10.34.19.3 Medium Term Rental services;
10.34.19.4 Ad-hoc / Bus transport services;
10.34.19.5 Transport services (Point-to-point, Chauffeur.
10.34.20 Overall Bidding entity profile:
10.34.21 In the Cover letter bidders provided a summarised overview of the legal entities forming part of or supporting this bid.
10.34.21.1 Bidding entity/Consortium/JV corporate structure diagram. Diagram of
Structure distinguishing between shareholders / consortium / JV
members and key sub-contractors.
Below is an illustrative example:
10.34.21.2 For each participant - provide a summary of the ordinary business
activities of that company (SPV / consortium member/ JV member/sub-
contractor) that submitted participation or support letters .
a) Maximum 2 typed pages per participant b) Supplementary corporate glossy brochures can be provided as
addendum
SHAREHOLDING: 40% 30% 30%
Member 1Pty Reg No
Member 2Pty Reg No
Member 3Pty Reg No
SPV / Bidding Entity
Sub-contractor 1Pty RegRole
Sub-contractor 1Pty RegRole
Sub-contractor 1Pty RegRole
Sub-contractor 1Pty Reg
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BID NUMBER: GTAC030/2018: REQUEST FOR PROPOSAL- FOR THE PROVISION OF THE NATIONAL VEHICLE FLEET SERVICES THROUGH A PPP
10.34.21.3 Proposed SPV / Bidding Entity Structure and Governance
10.34.21.4 Corporate Governance & Organisation Structures. Provide proposed lean
organisational structure (organogram) that will enable the organisation to
efficiently and cost effectively address all the requirements for this
contract. Indicate names of key personnel as well as function for each
name proposed – below is an illustrative example:
10.34.21.5 Bidders are advised to illustrate reporting lines and cover as a minimum
the following functions (including but not limited to) not listed in any
specific order:
a) Finance b) IT c) Risk management d) Call centre e) Insurance f) Legal & Contract management g) Supplier management and quality control h) Customer Service Management team i) Etc.
Include applicable Board sub-committees and auditors. Also provide total proposed headcount.
Board Level
Executive Management Level
Day-to-Day
management &
Operations
Chairperson Exec Director Non-Exec Director
MD
FInance Director Other Director Other Other
Subordinate 1
Subordinate 2
Subordinate N
Subordinate 1
Subordinate 2
Subordinate N
Subordinate 1
Subordinate 2
Subordinate 1
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BID NUMBER: GTAC030/2018: REQUEST FOR PROPOSAL- FOR THE PROVISION OF THE NATIONAL VEHICLE FLEET SERVICES THROUGH A PPP
10.34.21.6 Description of current professional and other personnel proposed for this
contract with reference to the required levels of expertise, seniority, and
skill sets as dictated by this RFP.
10.34.21.7 CV template to be copied and completed for all proposed key positions
(cross reference to organogram) –complete section in light blue:
Example (1 page CV per person
CV Template
Proposed role: <e.g. Project Manager > Name and Surname:
Nationality: ID number: Key qualifications:
<year of qualification, issuing institutions and academic qualifications>
Key Clients served:
<Event / client name, period, role>
Key experience:
<short synopsis of experience with emphasis on sporting industry, key accounts managed, and other relevant information>
Provided by / Employee of:
<Name of lead / consortium/JV member / subcontractor name>
10.34.22 Bidding entity Track record and Relevant Experience:
10.34.22.1 Bidders are required to complete the template for each key qualification /
or reference project:
10.34.22.2 Full details on relevant prior experience with specific emphasis on
reasonably similar past projects - Provision of National, Provincial, or
Local fleet. PPP projects, other type outsourcing or fleet
contracts and large scale private sector contracts can also be
included:
a) Full Maintenance Lease / Long term Contract Services; b) Short Term Rental services; c) Medium Term Rental services; d) Ad-hoc / Bus transport services; e) Transport services (Point-to-point, Chauffeur)
Copy template below for each qualification and complete section in light blue
Previous experience / Current Clients
Qualification of: <Name of bidding entity / consortium member / sub-contractor>
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BID NUMBER: GTAC030/2018: REQUEST FOR PROPOSAL- FOR THE PROVISION OF THE NATIONAL VEHICLE FLEET SERVICES THROUGH A PPP
Client: <name of company / organisation / organiser > Client contact person:
<name and surname>
Client contact details:
Tel: (including international dialling codes) E-mail:
Overview of key Bidder’s responsibilities
10.34.22.3 Bidding current fleet capacity:
10.34.22.4 Bidders are required to provide an overview of their current fleet capacity:
a) Full Maintenance Lease / Long term Services fleet; b) Short Term Rental fleet; c) Medium Term Rental fleet; d) Ad-hoc / Bus transport fleet; e) Fleet for other Transport services (Point-to-point, Chauffeur)
10.34.22.5 Bidders need to clearly differentiate between existing/current in-house
capacity by specifying which capacity is provided by which Bidding entity
/ Consortium member, vs. in-sourced capacity from named sub-
contractors who have provided letters of commitment.
10.34.22.6 Proof of Bidding entity Current Relationships:
10.34.22.7 Bidders are required to prove current relationships with key value chain
stakeholders:
a) Vehicle manufacturers (OEMS); b) Insurance companies; c) Financial institutions; d) Vehicle tracking service providers; e) Fuel operators; f) Road side assistance providers; g) Information technology providers, h) Manufacturers (OEMS), and installers of vehicle accessories,
modifications and fittings, and i) Other Value added service providers.
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BID NUMBER: GTAC030/2018: REQUEST FOR PROPOSAL- FOR THE PROVISION OF THE NATIONAL VEHICLE FLEET SERVICES THROUGH A PPP
10.34.22.8 For each relationship claimed, cross-reference to qualification for Previous
Experience / Current Projects where this party was involved.
10.34.22.9 Bidders understanding of project legal requirements and considerations:
a) Bidders to indicate their understanding of the requirements of the National Department of Transport for this specific project in terms of legal, statutory and other obligations, safety requirements and considerations, and specifically the legal risks, in a well-structured discussion.
b) Proposed Operational response to RFP requirements c) Bidder to detail their Technical and Operational response to the
technical requirements of this Bid in a well-structured discussion (covering at least the following matters indicated below);
g) Bidders are required to indicate their understanding, proposed management approaches and commitment regarding the following:
Compliance with the principles of good corporate governance and governance outcomes contained in the latest version of the King 4 Code on Corporate Governance,
Compliance with PFMA and or other applicable legislation,
Commitment to comply and stay abreast of Best-Business-Practice, including but not limited to IT, IT security and data governance / Cobit, Project management / PMBOK / Prince2,
Commitment to good corporate governance, honest and transparent management,
Commitment to honest and transparent procurement practices, supplier management and financial practices,
Commitment to standard operating practices and internal controls.
10.34.22.10 Proposed vehicle fleet.
a) Bidders are required to provide an overview of the vehicle models proposed for use at the outset of the Long Term fleet. (It is understood that vehicles will change over time as newer models are introduced). The models contained in this Technical Proposal must be reflective of the exact same vehicle models priced in the financial proposal and vice versa. Please also use the same sequence and reference numbers.
b) Specifications are required for each of the models as set out in the Rate Card for Long Term/ FML fleet (FLEET REFERENCE NUMBER A1-A73 inclusive)
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BID NUMBER: GTAC030/2018: REQUEST FOR PROPOSAL- FOR THE PROVISION OF THE NATIONAL VEHICLE FLEET SERVICES THROUGH A PPP
c) For each individual vehicle model proposed, complete the following template – the specifications reflected in the table must be for the actual model proposed (some illustrative example data and photos used to populate the table below):
Please ensure the correct model nomenclature and specifications are provided for all proposed models.
Model No 1 – <e.g. >
Make: <Brand of vehicle> Model: <Model of vehicle> Model Derivative:
<Model derivative e.g. GLS / HSE / Trendline
Year this shape was first introduced:
<2017>
Reliability rating:
JD Power, IPSOS, or similar
Engine: <e.g. 1200 CC Turbo diesel> Drive: <4 x 2>
<4 x 4> <6 x 4>
Type: <Passenger Hatchback> <Passenger Sedan> <Passenger Station wagon> <Passenger MPV/Kombi> <LCV – Single Cab> <LCV – Club Cab> <LCV – Double Cab> <SUV> <Panel Van> <Truck> <Truck Specialised> <Bus> <Tractor>
<Distinguish if limited service plan vs comprehensive motor plan, etc.>
OEM Guarantee, warranty
<>
Quality awards, Reliability rankings
<Awards> <E.g. South African equivalent of JD Power survey, IPSOS, or similar)
Front pic perspective:
Dashboard:
d) Regional footprint of the SPV / Consortium / JV covering all the South African Provinces where services will be required as per the requirements of this RFP.
e) Indicate the following:
Proposed location of Head Office from where this project (if awarded) will ordinarily be administered;
Proposed locations from where services will be rendered:
f) Full Maintenance Lease / Long term Services:
OEM Brand specific Service & Maintenance locations g) Short Term Rental services:
Issue / return h) Medium Term Rental services:
Issue / return i) Transport services (Point-to-point, Chauffeur, Bus transport) j) Roadside assistance;
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BID NUMBER: GTAC030/2018: REQUEST FOR PROPOSAL- FOR THE PROVISION OF THE NATIONAL VEHICLE FLEET SERVICES THROUGH A PPP
o For each location separately indicate: k) Which participant (SPV shareholder/ Consortium / JV member/Sub-
contractor) controls that specific site or location; l) Which exact services will be rendered from each proposed site as
well as that specific site’s capacity to provide the specific services; m) Confirm how each site is specifically equipped to render the
proposed service. n) Regional footprint information may be substantiated by way of:
Colour coded printed Maps
Cross referenced address lists and contact details of branches
10.34.22.11 Proposed Fleet Operations including supporting Management Information
systems & Fleet Management systems.
a) Bidders are required to address the following topics as a minimum with reference to the different fleet needs (Long Term fleet, Short & Medium Term fleet, Ad-hoc Bus services, other Transport services):
10.34.22.12 Financial and Billing System
a) Provide a short overview of the proposed Financial and Billing system.
b) Confirm the measures that will be taken to ensure all billing is accurate, valid, complete and received timeously within applicable SLA turn-around times.
c) Confirm the measures that will be taken to prevent inaccurate billing or unreconciled items, and resolve queries or issues timeously.
d) Confirm the measures that will be taken to ensure the billing and payment process is user-friendly and that user departments have all relevant information at their disposal to ensure speedy processing.
e) Fleet Operational Management and Fleet IT system
Provide a short overview of the proposed Fleet Operational process and system.
Confirm the measures that will be taken to optimise management of:
i. Fleet availability, ii. Fleet reliability, iii. Fleet durability, iv. Fleet operational cost efficiency, including
but not limited to fuel efficiency, tyre durability and overall fleet maintenance and service quality,
v. Quality control – monitoring of service standards to ensure OEM service requirements are complied with,
vi. Cost control – ensuring services, repairs, accessories or fitting costs are pre-approved, reasonable, market related, authorised, costs are necessary, all services actually carried out.
vii. Road side assistance. viii. Maintenance/repairs or other service
requests. ix. Bookings for short or medium term vehicles
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BID NUMBER: GTAC030/2018: REQUEST FOR PROPOSAL- FOR THE PROVISION OF THE NATIONAL VEHICLE FLEET SERVICES THROUGH A PPP
x. Accident repairs. xi. Ongoing Fleet optimisation.
Confirm the measures that will be taken to ensure the asset register is accurate and complete (considering both vehicles, accessories and modifications).
Confirm the measures that will be taken to ensure all vehicles are frequently inspected, timeously serviced, rotated, licensed, repaired as and when requested (including routine maintenance and preventative maintenance, tyre replacement, wheel balancing and alignment etc.) and fully road worthy at all times.
Confirm the measures that will be taken to ensure all modifications and accessories are inspected and or serviced as per applicable legal requirements or as and when requested (including but not limited to hydraulic equipment, safety equipment, etc.).
10.34.22.13 MIS – Management Information system
a) Provide a short overview of the proposed Management Information System, including the following functionality
Secure user log in and tiered / role-based access control,
System and Data Security,
Data completeness, integrity and reliability,
System & Data availability,
Data retention,
System driven standard reports (e.g. available on the 25th of every month),
Data analytical ability to draw up custom reports as and when required on either statistical / historical data or live data,
Exception reporting and Real-time Automatic User notifications (e.g. 2 re-fuelling same day or refuelling exceeded tank capacity, accident, upcoming scheduled maintenance etc.)
b) Provide a short overview of the proposed electronic workflow functionality to ensure all vehicle bookings (e.g. short term rental quote request or booking) and service requests (e.g. repair required on FML vehicle), or vehicle accessory requests (e.g. new canopy) are valid, timeously recorded and acted on, quotes provided as per requirement, expenses duly authorised prior to event (not retrospectively) and recorded within applicable SLA turn-around times.
c) Confirm the functionality/measures that will be taken to ensure the data on the system is accurate, complete and up to date (e.g. fuelling, utilisation, distance travelled per month, and that the same data is reflected across all systems at the same time and as accurate as possible to real-time information).
d) Confirm system functionality to disseminate information, keep electronic copies of e.g. rate cards, act as information repository, keep billing history, maintenance & servicing records, accident repair information, OHS inspection records, Service Level compliance records, etc.
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BID NUMBER: GTAC030/2018: REQUEST FOR PROPOSAL- FOR THE PROVISION OF THE NATIONAL VEHICLE FLEET SERVICES THROUGH A PPP
e) Confirm the availability of system functionality that facilitate user scenario planning, budget projections, or other what-if assessments.
f) In your experience, which Management Reports are recommended to optimise fleet operational management and planning for each of the different services:
Full Maintenance Lease / Long term Services;
Short Term Rental services;
Medium Term Rental services;
Ad-hoc / Bus transport services;
Transport services (Point-to-point, Chauffeur)
10.34.22.14 VMS – Vehicle Management System
a) Provide a short overview of the proposed Vehicle Management System, including the following functionality:
b) Pre-emptive theft warning system, c) Real time Satellite tracking / vehicle positioning and movement
tracking 24/7/365, d) Driver verification and tracking, e) Driving conditions monitoring and real-time notifications (including
erratic driving behaviour, high speed driving, harsh breaking, fast cornering, long idling, etc.)
f) Accident warnings, g) Geo-fencing warnings, h) Trip-play back, i) Confirm the measures that will be taken to ensure the data on the
system is accurate, complete and up to date (e.g.fuelling, utilisation, distance travelled per month, and that the same data is reflected across all systems at the same time and as accurate as live information as possible).
j) Fuel / Toll payment facility. k) Provide a short overview of the proposed Fuel payment mechanism.
How can this system prevent or detect unauthorised fuelling / over-fuelling, fuelling of different vehicles or general fuel fraud?
Can this system identify patterns or flag suspicious transactions automatically, issue real-time warnings for over-fuelling, prevent multiple use, provide general exception management etc.?
Which management information reports can this system produce?
Will this system prevent users being required to make cash payment, for:
Long term fleet
Short term or Medium rentals
Courtesy / temporary replacement vehicles
Provide a short overview of the proposed traditional toll payment mechanism
Provide a short overview of the proposed e-toll payment mechanism
Provide a short overview of Management and issuing of unique fuel payment and toll payment facilities for
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BID NUMBER: GTAC030/2018: REQUEST FOR PROPOSAL- FOR THE PROVISION OF THE NATIONAL VEHICLE FLEET SERVICES THROUGH A PPP
short or medium term rentals or courtesy replacement vehicles
Provide a short overview of treatment of stolen or missing fuel payment or toll payment processes and system abilities
10.34.22.15 Call centre system
a) Provide a short overview of the proposed Call centre facility, including addressing but not limited to the following requirements:
Operating hours,
Call records and data management,
Assistance with service requests, b) Risk Transfer Acceptance and Risk mitigation approach c) Bidders are required to:
Complete ANNEXURE Risk Transfer Matrix
d) This table contains risks which are proposed to be transferred to the Bidding entity upon appointment. Bidders are required to do the following for each risk indicated:
Clear acceptance the risk by indicating YES or NO,
For each Risk NOT accepted, provide justification,
For each risk accepted, provide mitigation plans,
10.34.22.16 Bidders are required to provide an overview of the proposed Risk
Management Approach overall addressing the following:
a) Other key risks identified by bidders not listed in the Risk Transfer Matrix, and how they propose to mitigate these risks.
b) Provide a short overview of the insurance system (e.g. outsourced vs in-house vs …)
c) Provide a short overview of the risk management approach to manage / prevent:
Traffic fines,
Accidents,
Accident repairs,
Hijacks and theft,
Abuse and unauthorised / personal use,
Driver tracking and Detection of potentially undesirable driver behaviour, Confirmation of valid licenses, authorised drivers.
Prevention and detection of fraud,
Inability to provide replacement vehicles, rental vehicles as and when requested,
Ensuring user departments select the most appropriate vehicles for the planned application suitable for the terrain where it will be operationally deployed,
Ensuring that utilisation stays within reasonable limits on a per vehicle basis,
Ensuring that Billing is accurate and complete under all circumstances e.g. where the booked vehicle category is not available at collection time
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BID NUMBER: GTAC030/2018: REQUEST FOR PROPOSAL- FOR THE PROVISION OF THE NATIONAL VEHICLE FLEET SERVICES THROUGH A PPP
Ensuring short and medium term rental vehicles are returned / collected timeously from users to prevent unnecessary expenses resulting from retaining the vehicle longer than the planned / approved booking period,
Ring fencing of luxury vehicles on short or medium term rental contracts,
Lost or stolen keys,
Lost or stolen fuel card / toll payment facility
Immediate Issuing of unique fuel cards for temporary / courtesy replacement vehicles / short term vehicles
d) Confirm the overall Business Resilience/Continuity and disaster recovery Strategy
e) Confirm the overall Quality Control Strategy f) Proposed project delivery approach: g) The Bidder must propose a detailed, practically executable roll-out
project plan to cover all the requirements of the National Department of Transport. This plan must reference and discuss at least the following aspects:
Roll-out Plan Description
Organisational start-up and mobilization
Office space & furniture
IT backbone
Staffing
Supplier pre-selection and management
Contract management h) User department Needs assessment and confirmation to ensure
the most suitable vehicle is placed for each application/need i) Vehicle Order placement j) Vehicle Receipt and Inspection ensuring that snag-list items are
fixed before issue to client department k) Specification and Implementation of IT systems
Finance and billing
Fleet Management & Asset management
Management information system
Vehicle Management System
Other integration requirements l) Management of fittings and accessories process to:
Ensure value for money
Prevent disruption to client departments
m) This includes currently known requirements:
Fitting and testing of tracking and driver monitoring units
Issuing and allocating (unique to each vehicle) fuel payment mechanism,
Issuing and allocating (unique to each vehicle) toll payment mechanism covering both e-toll and traditional toll gates,
n) And unknown requirements:
Fittings (hydraulics, towbars, canopies etc)
Accessories
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BID NUMBER: GTAC030/2018: REQUEST FOR PROPOSAL- FOR THE PROVISION OF THE NATIONAL VEHICLE FLEET SERVICES THROUGH A PPP
o) Coordination of current phase out/ phase in of new fleet process p) Availability of short term back-up fleet if vehicles are delayed from
factory q) On-going fleet management
Driver training
Utilisation management
Vehicle rotation
Fleet Optimisation
Ad-hoc assistance r) Pre-Selection of new vehicle replacement models as current
models are phased out to ensure vehicles are reliable, durable economical and present value of money
s) A proposed project roll-out plan further detailing the above (including
key milestones) must be attached in MS Project (preferred) or equivalent format.
General issues raised by the Bidder not yet covered elsewhere
The Target Group Response Document
The Target Group Response document shall at a minimum set out the following aspects:
10.34.22.17 Ability to fulfil the project’s empowerment and socio-economic
objectives
10.34.22.18 Duly completed Target Group Scorecard in format provided
10.34.22.19 Details informing how the empowerment will be achieved
10.34.22.20 Historical and current approach to social responsibility
10.34.22.21 Corporate Social Responsibility strategy for this project
10.34.22.22 The Financial Response Document
a) The NDOT AAND GTAC requires a fully transparent cost structure to be proposed covering all aspects of the setting up and managing the fleet portfolio.
b) Financial Strength
The Bidder must submit the most recent audited annual financial statements of the Bidding enterprise for the last 3 (three) financial years for each separate entity participating in this bid.
Failure to provide the financial statements requested herein shall result in zero scoring for the financial strength component of the bid.
Where the Bidding enterprise does not yet have its own audited annual financial
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BID NUMBER: GTAC030/2018: REQUEST FOR PROPOSAL- FOR THE PROVISION OF THE NATIONAL VEHICLE FLEET SERVICES THROUGH A PPP
statements, each of the bidding entity shareholders’s own 3 year period Annual Financial Statements will be accepted.
The bidders must submit the financial model that their rate card is based on. The financial model must clearly indicate the assumptions, cost, rate of return, interest rate and any other item that impact of the total costing.
c) The Financial Response Document shall at a minimum discuss the
following aspects:
Addressing the issues of Affordability and Value-for-Money at inception and over the term of the contract
Noting the fleet requirements, anticipated project costs and Bidder’s ability to raise debt and equity and to provide acceptable security to financiers (if applicable)
Anticipated / Projected Debt amortisation over the project life based on target 2 500 km utilisation
Contractually agreed % revenue split between Bidding entity members
Key commercial terms and conditions offered
All-inclusive pricing (ANNEXURE Rate Card) in Microsoft EXCEL 2013 or later version. Bidders must Bid for the two options in the Rate card being 5 and 8 years. One rate card for each of the different models (Long term, Short term, Medium term, other rentals and transport services). Please note that only submitting a hard-copy and omitting the soft-copy Excel version is not acceptable and may be considered as non-responsive.
Each individual Rate Card must be completed IN FULL. NDOT AAND GTAC reserves the right to consider incomplete or partially completed rate cards as non-responsive.
The rate card is a key component of the ensuing service agreement and therefore transparency in the basis of calculations is a principle contracting issue. Aspects such as mark-ups, profit margins etc. will need to be disclosed. Non transparency may be considered as non-responsiveness.
Detailed price break points (discounting)
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BID NUMBER: GTAC030/2018: REQUEST FOR PROPOSAL- FOR THE PROVISION OF THE NATIONAL VEHICLE FLEET SERVICES THROUGH A PPP
Detailed description of parameters that impact price and nature of impact
Suggestions on optimisation reward sharing mechanisms
Recommendations on: d) For vehicle types or models NOT in the current fleet: Future
introduction process for new models where a need for such a vehicle is identified and confirmed with user departments, where such a vehicle may not necessarily be on the RT-57 or equivalent contract as may be applicable at that time.
e) Mechanism to introduce and manage pricing for vehicle fittings, accessories and modifications not included in the cost of a vehicle (Per Rate Card – specifically not included in VEHICLE CAPITAL COST EXCL VAT, and to be included under '+ OTHER VEHICLE SPECIFIC COSTS PER MONTH) that will ensure the achievement of:
Transparency in costs,
Competitive procurement practices,
Affordability,
Value-for-Money,
Quality and Durability of items. f) Bidders are specifically advised to consult respectively with OEMS /
Fleet Experts on vehicle selection, as well as Vehicle Finance experts of their own choice to confirm optimal financial structuring, vehicle residuals and other salient features of their financial proposals. Inappropriate vehicle selection or finance structuring may result in unintended consequences in later years.
g) Bidders are specifically advised to seek and consult respectively with VAT experts of their own choice to confirm the correct and appropriate VAT treatment for each respective fleet type, type of transport service, and different component costs of aforementioned making up the total costs for that transport or vehicle type. Incorrect or inconsistent application and VAT treatment of pricing may unnecessarily inflate costs inadvertently and unnecessarily jeopardise bidder’s Financial scores achieved vs the scores of other bidders.
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BID NUMBER: GTAC030/2018: REQUEST FOR PROPOSAL- FOR THE PROVISION OF THE NATIONAL VEHICLE FLEET SERVICES THROUGH A PPP
a. Valid Tax Clearance certificate(s) or SARS reference, b. Valid BEE certificate, c. Bidder Identity – Company / Trust / CC registration
documents, d. Duly authorised Board resolution to respond to this bid, e. Bid Bond, f. Financial statements
11.2.2.1.9 That the following documentation has been completed in full, in
accordance with stipulated terms and conditions:
a. Cover Letter with Bidder Identity b. Executive summary c. Bidder Qualifications and Capacity d. Technical Response Documents e. Target Group Response Document f. Financial Response Documents and Rate Card g. The responses to the RFP and all the supporting
documents supplied therewith must be in English.
11.2.3 Stage 2: – Evaluation Process – Selection of Short-listed Bidders
11.2.3.1.1 All pre-qualified bids will then be evaluated in accordance with the
Evaluation Matrix. Attached is the copy of the Evaluation Matrix
marked “A”.
11.2.3.1.2 Bidders must achieve at least 70% within the technical evaluation.
Bidders who do not achieve the 70% threshold on technical evaluation
will be automatically disqualified.
11.2.3.1.3 The Evaluation Matrix will generally be scored on the basis of a points
system. A relative scale of e.g. 0 to 5 will be used as illustrated in the
table below:
o SCORING
o Poor o 0 – 1
o Medium o 2
o Good o 3
o Very
good
o 4
o Excellent o 5
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BID NUMBER: GTAC030/2018: REQUEST FOR PROPOSAL- FOR THE PROVISION OF THE NATIONAL VEHICLE FLEET SERVICES THROUGH A PPP
11.4.1 Only Bidders who have achieved the 70% threshold for Technical evaluation will be
evaluated for the Price component.
11.4.2 The price component is 90 points and the B-BBEE is 10 points as per the PPPFA
requirement.
11.4.3 Pricing will be separately evaluated for each of the following categories and Bidders are
required to complete a separate Rate Card template for each category:
a. Full Maintenance Lease / Long term Services; b. LShort Term Rental services; c. Medium Term Rental services; d. Transport services - Point-to-point e. Transport Service – Chauffeur
FINANCIAL 90
- FINANCIAL STRENGTH Bidders relative Financial Strength, stability and growth based on Annual Financial Statements
5%
- PRICING PROPOSAL BASED ON APPLICABLE RATE CARD
The Bidder’s proposed fully transparent price proposal covering all requirements in accordance with Bidder’s technical proposal. Refer to Excel Rate Card template
- Long Term FML Fleet rates (Rate Card A)
50% 24% 5% 2% 2% 2%
- Short Term Fleet rates 1-30 Days (Rate Card B)
- Medium Term FML Fleet rates 30 days - 12 months (Rate Card C)
- Bus Rental rates (Rate Card D)
- Transport rates - Chauffeur Drive Rates (Rate Card E)
- Transport rates - Point-2-Point Rates (Rate Card E)
TOTAL 100%
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BID NUMBER: GTAC030/2018: REQUEST FOR PROPOSAL- FOR THE PROVISION OF THE NATIONAL VEHICLE FLEET SERVICES THROUGH A PPP
Name/Legal name(Initials & Surname or registered name)
Surname
Particulars of applicant
Purpose
Particulars of representative (Public Officer/Trustee/Partner)
Trading name (if applicable)
First names
VAT registration no
Customs code
Income Tax ref no
Income Tax ref no
PAYE ref no
SDL ref no
UIF ref no
Page 1 of 2
ID/Passport no
ID/Passport no
Company/Close Corp. registered no
4
7
L
U
Telephone no
Telephone no
Physical address
Physical address
Postal address
E-mail address
E-mail address
Fax no
Fax no
C O D E
C O D E
N U M B E R
N U M B E R
C O D E
C O D E
N U M B E R
N U M B E R
If “Good standing”, please state the purpose of this application
Select the applicable option Tenders Good standing
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Page 2 of 2
Particulars of the 3 largest contracts previously awarded
Particulars of tender (If applicable)
Audit
Date started
I the undersigned confirm that I require a Tax Clearance Certificate in respect of Tenders or Goodstanding.
I hereby authorise and instruct to apply to and receive from SARS the applicable Tax Clearance Certificate on my/our behalf.
Appointment of representative/agent (Power of Attorney)
Date finalised Principal Contact person Telephone number Amount
Name of representative/ agent
Name of applicant/ Public Officer
Signature of representative/agent
Signature of applicant/Public Officer
Date
Date
Expected duration of the tender
Estimated Tender amount
Are you currently aware of any Audit investigation against you/the company?If “YES” provide details
Tender number
R ,
year(s)
C C Y Y
C C Y Y
M M
M M
D D
D D
YES NO
Notes:
1. It is a serious offence to make a false declaration.
2. Section 75 of the Income Tax Act, 1962, states: Any person who
(a) fails or neglects to furnish, file or submit any return or document as and when required by or under this Act; or
(b) without just cause shown by him, refuses or neglects to-
(i) furnish, produce or make available any information, documents or things;
(ii) reply to or answer truly and fully, any questions put to him ...
As and when required in terms of this Act ... shall be guilty of an offence ...
3. SARS will, under no circumstances, issue a Tax Clearance Certificate unless this form is completed in full.
4. Your Tax Clearance Certificate will only be issued on presentation of your South African Identity Document or Passport (Foreigners only) as applicable.
Declaration
I declare that the information furnished in this application as well as any supporting documents is true and correct in every respect.
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SBD 2
TAX CLEARANCE CERTIFICATE REQUIREMENTS
It is a condition of bid that the taxes of the successful bidder must be in order, or that satisfactory arrangements have been made with South African Revenue Service (SARS) to meet the bidder’s tax obligations. 1 In order to meet this requirement bidders are required to complete in full the attached form TCC 001
“Application for a Tax Clearance Certificate” and submit it to any SARS branch office nationally. The Tax Clearance Certificate Requirements are also applicable to foreign bidders / individuals who wish to submit bids.
2 SARS will then furnish the bidder with a Tax Clearance Certificate that will be valid for a period of 1 (one) year
from the date of approval. 3 The original Tax Clearance Certificate must be submitted together with the bid. Failure to submit the original
and valid Tax Clearance Certificate will result in the invalidation of the bid. Certified copies of the Tax Clearance Certificate will not be acceptable.
4 In bids where Consortia / Joint Ventures / Sub-contractors are involved, each party must submit a separate
Tax Clearance Certificate. 5 Copies of the TCC 001 “Application for a Tax Clearance Certificate” form are available from any SARS branch
office nationally or on the website www.sars.gov.za. 6 Applications for the Tax Clearance Certificates may also be made via eFiling. In order to use this provision,
taxpayers will need to register with SARS as eFilers through the website www.sars.gov.za. Jeyrel:\Mdk416-SBD2 tax clearance
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SBD 5
This document must be signed and submitted together with your bid
THE NATIONAL INDUSTRIAL PARTICIPATION PROGRAMME INTRODUCTION The National Industrial Participation (NIP) Programme, which is applicable to all government procurement contracts that have an imported content, became effective on the 1 September 1996. The NIP policy and guidelines were fully endorsed by Cabinet on 30 April 1997. In terms of the Cabinet decision, all state and parastatal purchases / lease contracts (for goods, works and services) entered into after this date, are subject to the NIP requirements. NIP is obligatory and therefore must be complied with. The Industrial Participation Secretariat (IPS) of the Department of Trade and Industry (DTI) is charged with the responsibility of administering the programme. 1 PILLARS OF THE PROGRAMME 1.1 The NIP obligation is benchmarked on the imported content of the contract. Any
contract having an imported content equal to or exceeding US$ 10 million or other currency equivalent to US$ 10 million will have a NIP obligation. This threshold of US$ 10 million can be reached as follows:
(a) Any single contract with imported content exceeding US$10 million.
or (b) Multiple contracts for the same goods, works or services each with imported
content exceeding US$3 million awarded to one seller over a 2 year period which in total exceeds US$10 million.
or (c) A contract with a renewable option clause, where should the option be
exercised the total value of the imported content will exceed US$10 million. or
(d) Multiple suppliers of the same goods, works or services under the same contract, where the value of the imported content of each allocation is equal to or exceeds US$ 3 million worth of goods, works or services to the same government institution, which in total over a two (2) year period exceeds US$10 million.
1.2 The NIP obligation applicable to suppliers in respect of sub-paragraphs 1.1 (a) to 1.1 (c)
above will amount to 30 % of the imported content whilst suppliers in respect of paragraph 1.1 (d) shall incur 30% of the total NIP obligation on a pro-rata basis.
1.3 To satisfy the NIP obligation, the DTI would negotiate and conclude agreements such as
investments, joint ventures, sub-contracting, licensee production, export promotion, sourcing arrangements and research and development (R&D) with partners or suppliers.
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1.4 A period of seven years has been identified as the time frame within which to
discharge the obligation.
2 REQUIREMENTS OF THE DEPARTMENT OF TRADE AND INDUSTRY
2.1 In order to ensure effective implementation of the programme, successful bidders (contractors) are required to, immediately after the award of a contract that is in excess of R10 million (ten million Rands), submit details of such a contract to the DTI for reporting purposes.
2.2 The purpose for reporting details of contracts in excess of the amount of R10
million (ten million Rands) is to cater for multiple contracts for the same goods, works or services; renewable contracts and multiple suppliers for the same goods, works or services under the same contract as provided for in paragraphs 1.1.(b) to 1.1. (d) above.
3 BID SUBMISSION AND CONTRACT REPORTING REQUIREMENTS OF
BIDDERS AND SUCCESSFUL BIDDERS (CONTRACTORS)
3.1 Bidders are required to sign and submit this Standard Bidding Document (SBD 5) together with the bid on the closing date and time.
3.2 In order to accommodate multiple contracts for the same goods, works or
services; renewable contracts and multiple suppliers for the same goods, works or services under the same contract as indicated in sub-paragraphs 1.1 (b) to 1.1 (d) above and to enable the DTI in determining the NIP obligation, successful bidders (contractors) are required, immediately after being officially notified about any successful bid with a value in excess of R10 million (ten million Rands), to contact and furnish the DTI with the following information:
• Bid / contract number. • Description of the goods, works or services. • Date on which the contract was accepted. • Name, address and contact details of the government institution. • Value of the contract. • Imported content of the contract, if possible.
3.3 The information required in paragraph 3.2 above must be sent to the Department
of Trade and Industry, Private Bag X 84, Pretoria, 0001 for the attention of Mr Elias Malapane within five (5) working days after award of the contract. Mr Malapane may be contacted on telephone (012) 394 1401, facsimile (012) 394 2401 or e-mail at [email protected] for further details about the programme.
4 PROCESS TO SATISFY THE NIP OBLIGATION
4.1 Once the successful bidder (contractor) has made contact with and furnished the
DTI with the information required, the following steps will be followed:
a. the contractor and the DTI will determine the NIP obligation; b. the contractor and the DTI will sign the NIP obligation agreement;
146
c. the contractor will submit a performance guarantee to the DTI; d. the contractor will submit a business concept for consideration and approval by
the DTI; e. upon approval of the business concept by the DTI, the contractor will submit
detailed business plans outlining the business concepts; f. the contractor will implement the business plans; and g. the contractor will submit bi-annual progress reports on approved plans to the
DTI.
4.2 The NIP obligation agreement is between the DTI and the successful bidder (contractor) and, therefore, does not involve the purchasing institution.
Bid number ………………………………….. Closing date:……………………………… Name of bidder…………………………………………………………………………………… Postal address …………………………………………………………………………………… …………………………………………………………………………………… Signature…………………………………….. Name (in print)…………………………….. Date…………………………………………..
Js475wc
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SBD 6.1
PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2017
This preference form must form part of all bids invited. It contains general information and serves as a claim form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) Status Level of Contribution NB: BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL
CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF B-BBEE, AS PRESCRIBED IN THE PREFERENTIAL PROCUREMENT REGULATIONS, 2017.
1. GENERAL CONDITIONS
1.1 The following preference point systems are applicable to all bids:
- the 90/10 system for requirements with a Rand value above R50 000 000 (all applicable taxes included).
1.2
a) The value of this bid is estimated to exceed R50 000 000 (all applicable taxes included) and therefore the 90/10 preference point system shall be applicable; or
b) 90/10 preference point system will be applicable to this tender.
1.3 Points for this bid shall be awarded for:
(a) Price; and
(b) B-BBEE Status Level of Contributor.
1.4 The maximum points for this bid are allocated as follows:
POINTS
PRICE 90
B-BBEE STATUS LEVEL OF CONTRIBUTOR 10
Total points for Price and B-BBEE must not exceed
100
1.5 Failure on the part of a bidder to submit proof of B-BBEE Status level of contributor together with the bid, will be interpreted to mean that preference points for B-BBEE status level of contribution are not claimed.
1.6 The purchaser reserves the right to require of a bidder, either before a bid is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by the purchaser.
2. DEFINITIONS
(a) “B-BBEE” means broad-based black economic empowerment as defined in section
1 of the Broad-Based Black Economic Empowerment Act;
(b) “B-BBEE status level of contributor” means the B-BBEE status of an entity in terms
of a code of good practice on black economic empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act;
(c) “bid” means a written offer in a prescribed or stipulated form in response to an
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invitation by an organ of state for the provision of goods or services, through price quotations, advertised competitive bidding processes or proposals;
(d) “Broad-Based Black Economic Empowerment Act” means the Broad-Based Black Economic Empowerment Act, 2003 (Act No. 53 of 2003);
(e) “EME” means an Exempted Micro Enterprise in terms of a code of good practice on
black economic empowerment issued in terms of section 9 (1) of the Broad-Based Black Economic Empowerment Act;
(f) “functionality” means the ability of a tenderer to provide goods or services in
accordance with specifications as set out in the tender documents.
(g) “prices” includes all applicable taxes less all unconditional discounts;
(h) “proof of B-BBEE status level of contributor” means:
1) B-BBEE Status level certificate issued by an authorized body or person;
2) A sworn affidavit as prescribed by the B-BBEE Codes of Good Practice;
3) Any other requirement prescribed in terms of the B-BBEE Act;
(i) “QSE” means a qualifying small business enterprise in terms of a code of good
practice on black economic empowerment issued in terms of section 9 (1) of the Broad-Based Black Economic Empowerment Act;
(j) “rand value” means the total estimated value of a contract in Rand, calculated at the
time of bid invitation, and includes all applicable taxes;
3. POINTS AWARDED FOR PRICE
3.1 THE 90/10 PREFERENCE POINT SYSTEMS
A maximum of 90 points is allocated for price on the following basis: 90/10
min
min190
P
PPtPs
Where
Ps = Points scored for price of bid under consideration
Pt = Price of bid under consideration
Pmin = Price of lowest acceptable bid
4. POINTS AWARDED FOR B-BBEE STATUS LEVEL OF CONTRIBUTOR
4.1 In terms of Regulation 6 (2) and 7 (2) of the Preferential Procurement Regulations, preference points must be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table below:
B-BBEE Status Level of Contributor
Number of points
(90/10 system)
1 10
2 9
3 6
4 5
5 4
6 3
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3
7 2
8 1
Non-compliant contributor 0
5. BID DECLARATION
5.1 Bidders who claim points in respect of B-BBEE Status Level of Contribution must complete the following:
6. B-BBEE STATUS LEVEL OF CONTRIBUTOR CLAIMED IN TERMS OF PARAGRAPHS 1.4 AND 4.1
6.1 B-BBEE Status Level of Contributor: . = ………(maximum of 10 points)
(Points claimed in respect of paragraph 7.1 must be in accordance with the table reflected in paragraph 4.1 and must be substantiated by relevant proof of B-BBEE status level of contributor.
7. SUB-CONTRACTING
7.1 Will any portion of the contract be sub-contracted?
(Tick applicable box)
YES NO
7.1.1 If yes, indicate:
i) What percentage of the contract will be subcontracted............…………….…………%
ii) The name of the sub-contractor………………………………………………………….. iii) The B-BBEE status level of the sub-contractor......................................…………….. iv) Whether the sub-contractor is an EME or QSE
(Tick applicable box)
YES NO
v) Specify, by ticking the appropriate box, if subcontracting with an enterprise in terms of Preferential Procurement Regulations,2017:
Designated Group: An EME or QSE which is at last 51% owned by:
EME √
QSE √
Black people
Black people who are youth
Black people who are women
Black people with disabilities
Black people living in rural or underdeveloped areas or townships
Cooperative owned by black people
Black people who are military veterans
OR
Any EME
Any QSE
8. DECLARATION WITH REGARD TO COMPANY/FIRM
8.1 Name of
company/firm:…………………………………………………………………………….
8.2 VAT registration
number:……………………………………….…………………………………
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8.3 Company registration
number:…………….……………………….…………………………….
8.4 TYPE OF COMPANY/ FIRM
Partnership/Joint Venture / Consortium
One person business/sole propriety
Close corporation
Company
(Pty) Limited [TICK APPLICABLE BOX]
8.5 DESCRIBE PRINCIPAL BUSINESS ACTIVITIES
……………………………………………………………………………………………………
……………………………………………………………………………………………………
……………………………………………………………………………………………………
……………………………………………………………………………………………………
……..
8.6 COMPANY CLASSIFICATION
Manufacturer
Supplier
Professional service provider
Other service providers, e.g. transporter, etc. [TICK APPLICABLE BOX]
8.7 Total number of years the company/firm has been in business:……………………………
8.8 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
contributor indicated in paragraphs 1.4 and 6.1 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 paragraphs 1.4 and 6.1, the contractor may be required to furnish documentary proof to the satisfaction of the purchaser that the claims are correct;
iv) If the B-BBEE status level of contributor has been claimed or obtained on a fraudulent basis 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) 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
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obtaining business from any organ of state for a period not exceeding 10 years, after the audi alteram partem (hear the other
side) rule has been applied; and
(e) forward the matter for criminal prosecution.
………………………………………. SIGNATURE(S) OF BIDDERS(S)
DATE: …………………………………..
ADDRESS …………………………………..
…………………………………..
…………………………………..
WITNESSES 1. ……………………………………..
2. …………………………………….
152
SBD 7.1
CONTRACT FORM - PURCHASE OF GOODS/WORKS
THIS FORM MUST BE FILLED IN DUPLICATE BY BOTH THE SUCCESSFUL BIDDER (PART 1) AND THE
PURCHASER (PART 2). BOTH FORMS MUST BE SIGNED IN THE ORIGINAL SO THAT THE SUCCESSFUL
BIDDER AND THE PURCHASER WOULD BE IN POSSESSION OF ORIGINALLY SIGNED CONTRACTS
FOR THEIR RESPECTIVE RECORDS.
PART 1 (TO BE FILLED IN BY THE BIDDER)
1. I hereby undertake to supply all or any of the goods and/or works described in the attached bidding documents to
(name of institution)………..…………………………. in accordance with the requirements and specifications
stipulated in bid number………..……….. at the price/s quoted. My offer/s remain binding upon me and open for
acceptance by the purchaser during the validity period indicated and calculated from the closing time of bid.
2. The following documents shall be deemed to form and be read and construed as part of this agreement:
- Preference claims for Broad Based Black Economic Empowerment Status Level of Contribution
in terms of the Preferential Procurement Regulations 2011;
- Declaration of interest;
- Declaration of bidder’s past SCM practices;
- Certificate of Independent Bid Determination
- Special Conditions of Contract;
(ii) General Conditions of Contract; and
(iii) Other (specify)
3. I confirm that I have satisfied myself as to the correctness and validity of my bid; that the price(s) and rate(s) quoted cover all the goods and/or works specified in the bidding documents; that the price(s) and rate(s) cover all
my obligations and I accept that any mistakes regarding price(s) and rate(s) and calculations will be at my own
risk.
4. I accept full responsibility for the proper execution and fulfilment of all obligations and conditions devolving on
me under this agreement as the principal liable for the due fulfillment of this contract.
5. I declare that I have no participation in any collusive practices with any bidder or any other person regarding this
or any other bid.
6. I confirm that I am duly authorised to sign this contract.
NAME (PRINT) ………………………………………….
CAPACITY ………………………………………….
SIGNATURE ………………………………………….
NAME OF FIRM ………………………………………….
DATE …………………………………………..
WITNESSES
1 …….……………
2. ……………………
DATE: …………………….
153
2
SBD 7.1
CONTRACT FORM - PURCHASE OF GOODS/WORKS
PART 2 (TO BE FILLED IN BY THE PURCHASER)
1. I……………………………………………. in my capacity as…………………………………………………...…..
accept your bid under reference number ………………dated………………………for the supply of goods/works
indicated hereunder and/or further specified in the annexure(s).
2. An official order indicating delivery instructions is forthcoming.
3. I undertake to make payment for the goods/works delivered in accordance with the terms and conditions of the
contract, within 30 (thirty) days after receipt of an invoice accompanied by the delivery note.
ITEM
NO.
PRICE (ALL
APPLICABLE
TAXES
INCLUDED)
BRAND
DELIVERY
PERIOD
B-BBEE STATUS
LEVEL OF
CONTRIBUTION
MINIMUM
THRESHOLD
FOR LOCAL
PRODUCTION
AND
CONTENT (if
applicable)
4. I confirm that I am duly authorised to sign this contract.
SIGNED AT ………………………………………ON………………………………..
NAME (PRINT) …………………………………….
SIGNATURE …………………………………….
OFFICIAL STAMP WITNESSES
1. ……………………….
2. ……………………….
DATE ……………………….
154
SBD 7.2
CONTRACT FORM - RENDERING OF SERVICES
THIS FORM MUST BE FILLED IN DUPLICATE BY BOTH THE SERVICE PROVIDER (PART 1) AND THE
PURCHASER (PART 2). BOTH FORMS MUST BE SIGNED IN THE ORIGINAL SO THAT THE SERVICE
PROVIDER AND THE PURCHASER WOULD BE IN POSSESSION OF ORIGINALLY SIGNED CONTRACTS
FOR THEIR RESPECTIVE RECORDS.
PART 1 (TO BE FILLED IN BY THE SERVICE PROVIDER)
1. I hereby undertake to render services described in the attached bidding documents to (name of the institution)……………………………………. in accordance with the requirements and task directives / proposals
specifications stipulated in Bid Number………….……….. at the price/s quoted. My offer/s remain binding upon
me and open for acceptance by the Purchaser during the validity period indicated and calculated from the closing
date of the bid .
2. The following documents shall be deemed to form and be read and construed as part of this agreement:
(i) Bidding documents, viz
- Invitation to bid;
- Tax clearance certificate;
- Pricing schedule(s); - Filled in task directive/proposal;
- Preference claims for Broad Based Black Economic Empowerment Status Level of Contribution
in terms of the Preferential Procurement Regulations 2011;
- Declaration of interest;
- Declaration of bidder’s past SCM practices;
- Certificate of Independent Bid Determination;
- Special Conditions of Contract;
(ii) General Conditions of Contract; and
(iii) Other (specify)
3. I confirm that I have satisfied myself as to the correctness and validity of my bid; that the price(s) and rate(s)
quoted cover all the services specified in the bidding documents; that the price(s) and rate(s) cover all my obligations and I accept that any mistakes regarding price(s) and rate(s) and calculations will be at my own risk.
4. I accept full responsibility for the proper execution and fulfilment of all obligations and conditions devolving on
me under this agreement as the principal liable for the due fulfillment of this contract.
5. I declare that I have no participation in any collusive practices with any bidder or any other person regarding this
or any other bid.
6. I confirm that I am duly authorised to sign this contract.
NAME (PRINT) …………………………….
CAPACITY …………………………….
SIGNATURE …………………………….
NAME OF FIRM …………………………….
DATE …………………………….
WITNESSES
1 …….…………………………….
2 ……….………………………….
DATE: ……………………………..
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2
SBD 7.2
CONTRACT FORM - RENDERING OF SERVICES
PART 2 (TO BE FILLED IN BY THE PURCHASER)
1. I……………………………………………. in my capacity as……………………...………………………………..
accept your bid under reference number ………………dated………………………for the rendering of services indicated hereunder and/or further specified in the annexure(s).
2. An official order indicating service delivery instructions is forthcoming.
3. I undertake to make payment for the services rendered in accordance with the terms and conditions of the contract,
within 30 (thirty) days after receipt of an invoice.
DESCRIPTION OF
SERVICE
PRICE (ALL
APPLICABLE
TAXES
INCLUDED)
COMPLETION
DATE
B-BBEE STATUS
LEVEL OF
CONTRIBUTION
MINIMUM
THRESHOLD
FOR LOCAL
PRODUCTION
AND CONTENT
(if applicable)
4. I confirm that I am duly authorised to sign this contract.
SIGNED AT ………………………………………ON………………………………..
NAME (PRINT) ………………………………………….
SIGNATURE …………………………………………
OFFICIAL STAMP WITNESSES
1 ….…………………………….
2 …..…………………………….
DATE: ……………………………..
156
SBD 7.3
CONTRACT FORM - SALE OF GOODS/WORKS
THIS FORM MUST BE FILLED IN DUPLICATE BY BOTH THE SUCCESSFUL BIDDER (PART 1) AND THE
SELLER (PART 2). BOTH FORMS MUST BE SIGNED IN THE ORIGINAL SO THAT THE SUCCESSFUL
BIDDER AND THE SELLER WOULD BE IN POSSESSION OF ORIGINALLY SIGNED CONTRACTS FOR
THEIR RESPECTIVE RECORDS.
PART 1 (TO BE FILLED IN BY THE BIDDER)
1. I hereby undertake to purchase all or any of the goods and/or works described in the attached bidding documents
from (name of institution)……..…..…………………………. in accordance with the requirements stipulated in
(bid number)………..……….. at the price/s quoted. My offer/s remain binding upon me and open for acceptance
by the seller during the validity period indicated and calculated from the closing time of bid.
2. The following documents shall be deemed to form and be read and construed as part of this agreement:
3. I confirm that I have satisfied myself as to the correctness and validity of my bid; that the price(s) quoted cover all
the goods and/or works specified in the bidding documents; that the price(s) cover all my obligations and I accept
that any mistakes regarding price(s) and calculations will be at my own risk.
4. I accept full responsibility for the proper execution and fulfilment of all obligations and conditions devolving on
me under this agreement as the principal liable for the due fulfillment of this contract.
5. I undertake to make payment for the goods/works as specified in the bidding documents.
6. I declare that I have no participation in any collusive practices with any bidder or any other person regarding this
or any other bid.
7. I confirm that I am duly authorised to sign this contract.
NAME (PRINT) ………………………………………….
CAPACITY ………………………………………….
SIGNATURE ………………………………………….
NAME OF FIRM ………………………………………….
DATE ………………………………………….
WITNESSES
1 …….…………….…….
2. ………………………..
DATE: ………………………..
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2
SBD 7.3
CONTRACT FORM - SALE OF GOODS/WORKS
PART 2 (TO BE FILLED IN BY THE SELLER)
1. I……………………………………………. in my capacity as…………………………………………………...…..
accept your bid under reference number ………………dated………………………for the purchase of
goods/works indicated hereunder and/or further specified in the annexure(s).
2. I undertake to make the goods/works available in accordance with the terms and conditions of the contract.
ITEM
NO. DESCRIPTION
PRICE (ALL
APPLICABLE TAXES
INCLUDED)
4. I confirm that I am duly authorised to sign this contract.
SIGNED AT ………………………………………ON………………………………..
NAME (PRINT) …………………………………….
SIGNATURE …………………………………….
OFFICIAL STAMP WITNESSES
1. ……………………….
2. ……………………….
DATE ……………………….
158
SBD 8
DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT
PRACTICES
1 This Standard Bidding Document must form part of all bids invited.
2 It serves as a declaration to be used by institutions in ensuring that when goods
and services are being procured, all reasonable steps are taken to combat the
abuse of the supply chain management system.
3 The bid of any bidder may be disregarded if that bidder, or any of its directors
have-
a. abused the institution’s supply chain management system;
b. committed fraud or any other improper conduct in relation to such system; or
c. failed to perform on any previous contract.
4 In order to give effect to the above, the following questionnaire must be
completed and submitted with the bid.
Item Question Yes No
4.1 Is the bidder or any of its directors listed on the National Treasury’s Database of Restricted Suppliers as companies or persons prohibited from doing business with the
public sector?
(Companies or persons who are listed on this Database were informed in writing
of this restriction by the Accounting Officer/Authority of the institution that
imposed the restriction after the audi alteram partem rule was applied).
The Database of Restricted Suppliers now resides on the National Treasury’s
website(www.treasury.gov.za) and can be accessed by clicking on its link at the
bottom of the home page.
Yes
No
4.1.1 If so, furnish particulars:
4.2 Is the bidder or any of its directors listed on the Register for Tender Defaulters in
terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12
of 2004)?
The Register for Tender Defaulters can be accessed on the National Treasury’s
website (www.treasury.gov.za) by clicking on its link at the bottom of the home
page.
Yes
No
4.2.1 If so, furnish particulars:
4.3 Was the bidder or any of its directors convicted by a court of law (including a court
outside of the Republic of South Africa) for fraud or corruption during the past five years?
4.4 Was any contract between the bidder and any organ of state terminated during the past
five years on account of failure to perform on or comply with the contract?
Yes
No
4.4.1 If so, furnish particulars:
SBD 8
CERTIFICATION
I, THE UNDERSIGNED (FULL NAME)…………………………………………………
CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION
FORM IS TRUE AND CORRECT.
I ACCEPT THAT, IN ADDITION TO CANCELLATION OF A CONTRACT,
ACTION MAY BE TAKEN AGAINST ME SHOULD THIS DECLARATION
PROVE TO BE FALSE.
………………………………………... …………………………..
Signature Date
………………………………………. …………………………..
Position Name of Bidder Js365bW
160
1
SBD 9 CERTIFICATE OF INDEPENDENT BID DETERMINATION
1 This Standard Bidding Document (SBD) must form part of all bids¹ invited.
2 Section 4 (1) (b) (iii) of the Competition Act No. 89 of 1998, as amended, prohibits an
agreement between, or concerted practice by, firms, or a decision by an association of
firms, if it is between parties in a horizontal relationship and if it involves collusive
bidding (or bid rigging).² Collusive bidding is a pe se prohibition meaning that it cannot
be justified under any grounds.
3 Treasury Regulation 16A9 prescribes that accounting officers and accounting authorities must take all reasonable steps to prevent abuse of the supply chain management system and authorizes accounting officers and accounting authorities to:
a. disregard the bid of any bidder if that bidder, or any of its directors have abused
the institution’s supply chain management system and or committed fraud or any other improper conduct in relation to such system.
b. cancel a contract awarded to a supplier of goods and services if the supplier
committed any corrupt or fraudulent act during the bidding process or the execution of that contract.
4 This SBD serves as a certificate of declaration that would be used by institutions to
ensure that, when bids are considered, reasonable steps are taken to prevent any form
of bid-rigging.
5 In order to give effect to the above, the attached Certificate of Bid Determination (SBD 9)
must be completed and submitted with the bid:
¹ Includes price quotations, advertised competitive bids, limited bids and proposals.
² Bid rigging (or collusive bidding) occurs when businesses, that would otherwise be expected to compete, secretly conspire t o raise prices or
lower the quality of goods and / or services for purchasers who wish to acquire goods and / or services through a bidding process. Bid
rigging is, therefore, an agreement between competitors not to compete.
161
2
SBD 9
CERTIFICATE OF INDEPENDENT BID DETERMINATION
I, the undersigned, in submitting the accompanying bid:
do hereby make the following statements that I certify to be true and complete in every respect:
I certify, on behalf of:_______________________________________________________that:
(Name of Bidder)
1. I have read and I understand the contents of this Certificate;
2. I understand that the accompanying bid will be disqualified if this Certificate is found not
to be true and complete in every respect;
3. I am authorized by the bidder to sign this Certificate, and to submit the accompanying
bid, on behalf of the bidder;
4. Each person whose signature appears on the accompanying bid has been authorized by
the bidder to determine the terms of, and to sign the bid, on behalf of the bidder;
5. For the purposes of this Certificate and the accompanying bid, I understand that the
word “competitor” shall include any individual or organization, other than the bidder,
whether or not affiliated with the bidder, who:
(a) has been requested to submit a bid in response to this bid invitation;
(b) could potentially submit a bid in response to this bid invitation, based on
their qualifications, abilities or experience; and
(c) provides the same goods and services as the bidder and/or is in the same
line of business as the bidder
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3
SBD 9
6. The bidder has arrived at the accompanying bid independently from, and without
consultation, communication, agreement or arrangement with any competitor. However
communication between partners in a joint venture or consortium³ will not be construed
as collusive bidding.
7. In particular, without limiting the generality of paragraphs 6 above, there has been no
consultation, communication, agreement or arrangement with any competitor regarding:
(a) prices;
(b) geographical area where product or service will be rendered (market
allocation)
(c) methods, factors or formulas used to calculate prices;
(d) the intention or decision to submit or not to submit, a bid;
(e) the submission of a bid which does not meet the specifications and
conditions of the bid; or
(f) bidding with the intention not to win the bid.
8. In addition, there have been no consultations, communications, agreements or
arrangements with any competitor regarding the quality, quantity, specifications and
conditions or delivery particulars of the products or services to which this bid invitation
relates.
9. The terms of the accompanying bid have not been, and will not be, disclosed by the
bidder, directly or indirectly, to any competitor, prior to the date and time of the official
bid opening or of the awarding of the contract.
³ Joint venture or Consortium means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract.
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4
SBD 9
10. I am aware that, in addition and without prejudice to any other remedy provided to
combat any restrictive practices related to bids and contracts, bids that are suspicious
will be reported to the Competition Commission for investigation and possible imposition
of administrative penalties in terms of section 59 of the Competition Act No 89 of 1998
and or may be reported to the National Prosecuting Authority (NPA) for criminal
investigation and or may be restricted from conducting business with the public sector
for a period not exceeding ten (10) years in terms of the Prevention and Combating of
Corrupt Activities Act No 12 of 2004 or any other applicable legislation.