Consultants appointment for Transport HUB

64 Pages·2017·1.69 MB·English

Bid Reference Number:

REQUEST FOR PROPOSALS (RFP)
THE APPOINTMENT OF AN ARCHITECTURAL SERVICE PROVIDER TO
PROVIDE DESIGN AND CONSTRUCTION SUPERVISION AND
ADMINISTRATION SERVICES FOR THE TRANSPORT HUB (TAXI RANK)
UPGRADES PROJECT AT KING SHAKA INTERNATIONAL AIRPORT.

BID REFERENCE NUMBER : DIA 6/2016

ISSUE DATE : Friday, 31 March 2017
COMPULSORY SITE MEETING Tuesday, 11 April 2017 at 11h00

QUERIES CLOSURE DATE AND TIME : Tuesday, 18 April 2017 at 16h00
RESPONSE TO QUERIES Thursday, 20 April 2017 at 16h00

CLOSING DATE AND TIME : Tuesday, 09 May 2017 at 11h00

SUBMISSIONS DELIVERY : King Shaka International Airport,
Reception,
Multi Storey Office Block,
Located Opposite the Pick-Up Zone

FOR ATTENTION : Sithembiso Mthombeni
Supply Chain Management

BIDDER NAME :

BIDDER DETAILS / STAMP :
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INTRODUCTION

Since inception approximately twenty years ago, Airports Company South Africa Limited (ACSA) has
transformed into a focused, profitable and commercial enterprise that is market-driven and customer
service oriented. The principal ACSA sites comprise of major international airports namely O.R.
Tambo (ORTIA), Cape Town (CTIA) and King Shaka (KSIA). The other sites are, Bram Fischer (BF),
Upington (UTN), Port Elizabeth (PLZ), East London Airport (EL), George Airport (GG), Kimberley
Airport (KIM) and the Corporate Office (CO).

The sustained growth in traffic over the years, coupled with a creative and performance focused
management and leadership team have contributed to the Company’s excellent financial performance
over time. This has enabled the Company to transform South Africa’s airports into world-class airports,
delivering value for customers, stakeholders, shareholders and employees.

Numerous international awards won by certain of its airports over the years confirm that the Company
has largely succeeded in this aim. This is also shown in the latest ratings for example; O.R. Tambo,
Cape Town and King Shaka International Airports rated first, second and third respectively in the Best
Airport ACI-ASQ awards for Africa.

ACSA is focused on creating and operating world-class airports measuring up to international
standards. King Shaka International Airport has been recommended for ISO 14001-2015
accreditation. As such, we strive to continuously improve our operations thus minimising our impact
on the environment. We therefore want to ensure that our service providers comply with all
environmental requirements whilst operating on our site.

THIS BID IS OPEN TO ENTITIES BASED IN SOUTH AFRICA ONLY

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TABLE OF CONTENTS
SECTION DESCRIPTION
1 Invitation to Bid and Instructions to Bidders
2 Evaluation Process and Criteria (Including Mandatory / Eligible Returnables)
3 Scope of Works (Including Background and Purpose)
4 Insurance requirements
5 Other Returnable Documents, Declarations and Schedules
6 Appendices (Attached Separately)
Appendix 1 : Bid Advert

NB: Following Appendices to be completed by the successful bidder except for the
visitors permit. (included for information purposes)
Appendix 2 : Safety File Requirements,
Appendix 3 Permit to work
Appendix 4 Hot work Permit
Appendix 5 Environmental Management System Policy Statement
Appendix 6 EMS048 ACSA Service Maintenance Contractors Environmental Terms
Appendix 7 Environmental Impact of Service and Maintenance Contractors

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SECTION 1
INVITATION TO BID AND INSTRUCTIONS TO BIDDERS
Airports Company South Africa Invites Bidders for The Appointment of an Architectural Service Provider to
Provide Design and Construction Supervision and Administration Services for The Transport Hub (Taxi Rank)
Upgrades Project at King Shaka International Airport.

1.1 COLLECTION OF BID DOCUMENTS
Bid documents are available on the following websites from Friday, the 31st of March 2017
 National Treasury: www.etenders.gov.za
 ACSA: www.airports.co.za

1.2 QUERIES RELATING TO THE ISSUE OF THE BID DOCUMENTS
1.2.1 Any and all communication related to this bid must be reduced to writing via email or facsimile to the
official as listed below:
 Name : Sithembiso Mthombeni
 Designation : Senior Buyer
 Email : [email protected]
 Facsimile : [phone]
1.2.2 Bidders may not contact any ACSA employee on this bid other than those listed above. Contact will only
be allowed between the successful bidder and ACSA Business Unit representatives after the approval
of a recommendation to award this bid. Contact will also only be permissible in the case of pre-existing
commercial relations which do not pertain to the subject of this bid.

1.3 SUBMISSION OF BID DOCUMENTS
1.3.1 The bid documents (1 Original and 1 Copy) must be in printed format and sealed in a clearly marked
envelope/package marked with Bidder’s name, Bid Reference Number and Bid Description and
Delivered to the following address:
 King Shaka International Airport
 Ground Floor,
 MSO Building
 Located in the Pickup Area
 Attention:
1.3.2 Please ensure that Bidder’s address is reflected on the back of the envelope/package.
Bid must be submitted on or before 11h00 on the 9 May 2017- South African Time

1.4 LATE BIDS
1.4.1 Bids which are submitted after the closing date and time will not be accepted. Bidders must ensure that
bid envelopes have the bidder’s return address on the outside which ACSA may use to return late bids.
1.4.2 Airports Company South Africa SOC Limited will not be liable for any late bids.
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1.5 CLARIFICATION AND COMMUNICATION
1.5.1 Request for clarity or information on the bid may only be requested until the Tuesday, 18 April 2017
1.5.2 Any responses to queries or for clarity sought by a bidder will be sent to all the other entities which have
responded to this bid on or before Thursday, 20 April 2017.
1.6 COMPULSORY BRIEFING SESSION AND SITE INSPECTION
1.6.1 There will be a compulsory briefing session at 11h00 on Tuesday, 11 April 2017 at King Shaka
international Airport, La mercy MSO Building.
1.6.2 Bidders must park at the shaded parking area in order for their parking tickets to be validated and parking
costs waived. Failure to park at the shaded parking area will result to parking costs being incurred.
1.6.3 In addition to the technical person attending the meeting, and where possible, bidders may consider
sending representative that is responsible for the compilation of the bid document to ensure that the
requirements are understood. Where possible, bidders may provide their business cards at the site
meeting.
1.6.4 ACSA may not be held accountable for loss, damage or injury to the bidder or the bidder’s property
during site inspection session.
1.7 BID RESPONSES
1.7.1 Bid responses must be strictly prepared and returned in accordance with this tender document.
1.7.2 Bidders may be disqualified where they have not materially complied with any of ACSA’s requirements
in terms of this tender document.
1.7.3 Request for changes to the submitted proposals will not be allowed after the closing date of the tender.
1.7.4 All bid responses will be regarded as offers unless the bidder indicates otherwise.
1.7.5 No bidder or any of its consortium / joint venture members may have an interest in any of the other
bidder / joint venture / consortium participating in this bid.
1.8 DISCLAIMERS
Bidders must note and accept that ACSA may:
a. Award the whole or a part of this tender;
b. Split the award of this tender;
c. Negotiate with all or some of the shortlisted bidders;
d. Award the tender to a bidder other than the highest scoring bidder; and / or
e. Cancel this tender.
1.9 VALIDITY PERIOD
1.9.1 ACSA requires a validity period of one hundred and twenty (120) days for this tender from date of closure
of bid.
1.9.2 During the validity period the prices which have been quoted by the bidder must remain firm and valid.
In exceptional circumstance, ACSA may request extension of the validity of offers.
1.10 CONFIDENTIALITY OF INFORMATION
1.10.1 ACSA will not disclose any information disclosed to ACSA through this tender process to a third party
or any other bidder without any written approval from the bidder whose information is sought.
1.10.2 Furthermore, ACSA will not disclose the names of bidders until the tender process has been finalised.
1.10.3 Bidders may not disclose any information given to the bidders and part of this tender process to any
third party without the written approval from ACSA. Please complete the Non-Disclosure Agreement.

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1.11 HOT-LINE
1.11.1 ACSA subscribes to fair and just administrative processes. ACSA therefore urges its clients, suppliers
and the general public to report any fraud or corruption to
Airports Company South Africa Tip-Offs Anonymous:
Free Call: 080 0008 080 / Free Fax: [phone] / Email: [email protected]

1.12 SPECIAL INSTRUCTION TO BIDDERS WHO SUBMIT BIDS THAT INVOLVE JV
PARTNERSHIPS OR SUB-CONTRACTORS / SUB-CONSULTANTS
1.12.1 The following are the options available to bidders who bid as unincorporated Joint ventures, as well as
those who will subcontract some of the work or services.
Tick (√) The
Available Options
Chosen Option
1. Letter of authority / Power of Attorney must be issued by the JV Partner
or Subcontractor, giving the other party authority to complete and sign

the returnable schedules/forms on its behalf. This letter must be duly
signed before the commissioner of oaths.
2. All members of the Joint Venture or Subcontracting Companies must
co-sign the returnable schedules or forms. This means that all parties
to the bid offer will submit one set of returnable documents with
representative signatures from each JV partner or contractor and its
subcontractor / s.
3. Each member of the Joint Venture must sign its copy of the returnable
schedule / form. The same is true for the contractor and its sub-
contractor / s.

1.12.2 All parties to the bid (JV partners and subcontractors) must submit all the required returnable documents

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SECTION 2
EVALUATION PROCESS AND CRITERIA
2.1 EVALUATION PROCESS
ACSA will use a pre-determined evaluation criterion when considering received bids. The evaluation
criteria will consider the commitment made for Mandatory, Functionality / Technical, Price and B-BBEE.
During the evaluation of received bids ACSA will make an assessment whether all the bids comply with
set minimum requirements and whether all returnable documents/information have been submitted.
Bidders which fail to meet minimum requirements, thresholds or have not submitted required mandatory
documents will be disqualified from the bid process.
The requirements of any given stage must be complied with prior to progression to the next stage. ACSA
reserves the right to disqualify bidders without requesting any outstanding document/information.
A staged approach will be used to evaluate bids and the approach will be as follows:
Stage 1 Stage 2 Stage 3
Compliance to Mandatory Evaluate on Functionality or
Evaluate Price and B-BBEE
Administration Criteria Technical Aspects of Bid

This Table for ACSA Office Use Only: Yes / No
1. Bidder’s Attendance to Compulsory Briefing Session (Where applicable)
2. Bidder’s Attendance to Compulsory Site Meeting (Where applicable)

2.2 STAGE 1: COMPLIANCE TO MANDATORY / ELIGIBLE CRITERIA
2.2.1 Failure to comply / satisfy all the mandatory requirements below will result in disqualification of the bid.
2.2.2 Proof must be provided.
Sub -
Mandatory Returnable Information and Documents Main Bidder JV Partner
# Contractor
(All Copies Must Be Certified With An Original Stamp) Yes / No Yes / No
Yes / No
1 Attendance of Compulsory briefing and site inspection
meeting
2 Original and Valid SARS Tax Clearance Certificate for
South African Companies

a. Original and valid tax clearance certificate issued by the
South Africa Revenue Service.

b. Bidders, who are not in a possession of an Original
Valid Tax Clearance Certificate, are required to give
ACSA authority in writing to verify their Tax Compliance
Status from SARS. This authorisation must include the
bidder’s tax compliance status reference number and a
PIN issued by SARS.

NB: No bid will be awarded to any person / entity whose tax
matters have not been declared by the South African
Revenue Service to be in order.
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Sub -
Mandatory Returnable Information and Documents Main Bidder JV Partner
# Contractor
(All Copies Must Be Certified With An Original Stamp) Yes / No Yes / No
Yes / No
3 Form of offer or Price schedule
 Duly completed and sign
 Acceptance of ACSA’s payment terms (as defined under
the Pricing Schedule)
4 Declaration of Bidder’s Past Supply Chain Practices
 Form duly completed and signed
5 Certificate of Independent Bid Determination
 Form duly completed and signed
6  Certified copies (Copy with original stamp) of your CIPC
entity (Close Corporation, Ltd, Pty Ltd, Trust registration
documents listing all members/shareholder/trustees with
percentages, in case of a CC or Pty.
 Certified copies of South African Identity Documents or
Valid Passports of Members / Directors / Owner / s (In a
case of a sole proprietor or Partnership)
7 Transformation framework and specification form
(Annexure L)
 Bidders must sign the transformation and specification
form.
 Bidders must submit a proposal detailing how will the CPG
targets outlined in the transformation framework and
specification form will be achieved.
Failure to provide any mandatory information as requested above will result in the proposal being deemed
non-responsive.
8 Declaration of Interest form
 Form duly completed and signed
9 Declaration of correctness and Acceptance of ACSA terms
and Conditions
 Duly completed and signed form
 Duly authorised representative to initial at the bottom of
each page of the Bid as acceptance of the terms and
conditions.
10 Proof of Insurance
 Proof of cover in the form of a certificate of insurance must
be provided to ACSA before a contract is signed between
ACSA and the contractor and/or consultant. The Tenderer
must attach an original letter from a Bank or a FSB
registered or NCR registered financial institution with whom
he has made the necessary arrangements, to the effect that
the said institution will be prepared to provide the required
insurance cover (as staed under 2.10) when asked to do
so.
11 Any other returnable documents as indicated in section 5, item
number 5.1 that may be deemed necessary
Bidders are requested to submit essential returnable documents with the tender documents. ACSA reserves
the right to request outstanding essential documents during the evaluation process and the bidder will be
expected to provide such within limited period. Failure to provide any outstanding information will lead to a
proposal being deemed non-responsive.

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CERTIFICATE OF ATTENDANCE AT COMPULSORY CLARIFICATION MEETING

Compulsory Briefing Meeting and Site Inspection will be held at the King Shaka International Airport, La Mercy
MSO Building.
This is to certify that the following person attended the compulsory briefing meeting held on Tuesday, the 11th
of April 2017 at 11h00 at the above address.

Full Name and Surname :

Company / Bidding Entity :

ACSA Representative
:
(Full Name and Surname)

ACSA Confirming -
:
Briefing Attendance
Company Stamp Representative Signature

ACSA Confirming -
:
Site Inspection Attendance
Company Stamp Representative Signature

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2.3 STAGE 2: EVALUATION OF FUNCTIONALITY / TECHNICAL CRITERIA
 The functionality / technical evaluation will be conducted by the Bid Evaluation Committee (BEC),
which comprises of various skilled and experienced members from diverse professional disciplines.
 Only bidders who qualify in Stage 1 evaluation will be evaluated in Stage 2.
 The criteria are as follows:

2.3.1 Threshold:
The functional / technical evaluation will be based on a threshold, where bidders which fail to achieve
the Threshold Points per criteria AND the overall minimum of 60 points on the functional / technical
stage will not be considered for further evaluation.
MINIMUM MAXIMUM
# CRITERIA SUB-CRITERIA/CLAUSE SCORE
SCORE SCORE
1 Evidence of Company's This criterion covers 5 references for 20 40
successful completion of successfully completed projects of similar
similar projects: nature. NB: A bidder to submit a minimum

of three completion certificate or
NB: No points will be reference letters to be allocated minimum
allocated to non-compliance points
with the requirements of 5 Similar Projects completed 40
this section.
4 Similar projects completed 30
3 Similar Project completed 20
Less than 3 Similar Project completed 0
2 Key Staff 30 40
2.1 Architect/Project Lead 16 20
Professional experience ≥ 11 years of previous experience on similar
10
projects
NB: (Proof of registration
with the South Africa 10 ≥ 6 years of previous experience on
6
Council for the Architectural similar projects
Profession to be included to
< 6 years of previous experience on similar
obtain points). projects 0
This criterion covers 2
2 Similar Projects Completed 10
contactable references for
successfully completed
1 Similar Project Completed 5
projects of similar nature.
2.2 Quantity Surveyor 7 10
Professional experience ≥ 11 years of previous experience on similar
5
projects
NB: (Proof of Registration with
the South African Council for 10 ≥ 6 years of previous experience on
3
Quantity Surveying Profession similar projects
(SACQSP) to be included to
< 6 years of previous experience on similar
obtain points).
projects 0
This criterion covers 2 2 Similar Projects Completed 5
contactable references for
successfully completed
1 Similar Project Completed 2
projects of similar nature
2.3 Structural Engineer 7 10
Professional experience
≥ 11 years of previous experience on similar
5
projects
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