request for proposal for a consultant appointment to provide a design for a domestic water tank

86 Pages·2017·1.13 MB·English

by  Sandile Nhlapo

REQUEST FOR PROPOSAL FOR A CONSULTANT APPOINTMENT TO PROVIDE A DESIGN
FOR A DOMESTIC WATER TANK RESERVOIR AND REPLACEMENT OF UNDERGROUND
WATER RETICULATION PIPELINE AT KIMBERLEY AND EAST LONDON AIRPORTS
Bid Number: : KIM05/2017
Document Issue Date : 25 OCTOBER 2017
1ST COMPULSORY : 3rd November 2017 @ 11:00 CAT AT KIMBERLEY
BRIEFING & SITE AIRPORT
INSPECTION SESSION
2ND COMPULSORY : 6th NOVEMBER 2017 @ 11:00 CAT EAST LONDON
BRIEFING & SITE AIRPORT
INSPECTION SESSION
TENDER CLOSING DATE , : 20TH NOVEMBER 2017 @ 11 H00 AT KIMBERLEY
TIME & VENUE AIRPORT

REQUEST FOR PROPOSAL 1 of 86 COVER PAGES
SCM Ref no.: KIM 05/2017 Project Number 3432-4411-4412
INDEX
Definitions
Section 1: Instructions to Bidders
1.1 Access to RFP documents
1.2 Submission of bid documents
1.3 Alternative Bids
1.4 Late Bids
1.5 Clarification and Communication
1.6 Compulsory Briefing Session
1.7 Bid Responses
1.8 Disclaimers
1.9 Validity period
1.10 Confidentiality of information
1.11 Hot-Line

Section 2: Submission of Bid
2.1 Terms and Conditions of RFP
2.2 Bidding Arbitration Provision
2.3 RFP Acceptance
2.4 Response Format and Content
2.5 Further Obligations on Award
2.6 Disclaimers

Section 3: Background, Purpose, and Scope of RFP
3.1 Background
3.2 Purpose of this Tender
3.3 Scope of Work

REQUEST FOR PROPOSAL 2 of 86
Section 4: Preference (B-BBEE) and Price

4.1 Preference Points Claims
4.2 Adjudication Using a Points System
4.3 Award of Business where Bidders have scored equal points overall
4.4 Points awarded for Price
4.5 Points awarded for B-BBEE status level contribution

Section 5: Evaluation Criteria
5.1 Evaluation criteria
5.2 Stage 1 – Mandatory Requirements
5.3 Stage 2 – Pre- Qualification
5.4 Stage 3 – Functionality
5.4 Stage 4 – Price and B-BBEE

Section 6: Other Returnable Documents
6.1 Other Returnable Documents
6.2 Validity of Submitted Proposal
Appendices
Appendix A Declaration form
Appendix B Declaration of forbidden practices form
Appendix C Acceptance of RFP terms and conditions
Appendix D Company profile, executive summary and organogram
Appendix E Joint Venture (JV) Agreement (If applicable)
Appendix F Valid Tax Clearance Certificate
Appendix G B-BBEE Declaration Form
Appendix H B-BBEE Verification Certificate

REQUEST FOR PROPOSAL 3 of 86
Appendix I CV ’s of directors of the bidding entity
Appendix J Company Experience and References.
Appendix K Company Profile and Schedule of Bidder Experience
Appendix L Certificate of Incorporation
Appendix M Draft Service Agreement (NEC3 PSC)

REQUEST FOR PROPOSAL 4 of 86
DEFINITIONS
1.1 “B-BBEE” means broad-based black economic empowerment as defined in section 1 of the
Broad -Based Black Economic Empowerment Act;
1.2 “B-BBEE status level of contributor” means the B-BBEE status received by a measured
entity based on its overall performance using the relevant scorecard contained in the Codes
of Good Practice on Black Economic Empowerment, issued in terms of section 9(1) of the
Broad-Based Black Economic Empowerment Act;
1.3 “Black Designated Groups” has the meaning assigned to it in the codes of good practice
issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act;
1.4 “Black People” has the meaning assigned to it in the codes of good practice issued in terms
of section 9(1) of the Broad-Based Black Economic Empowerment Act;
1.5 “Broad-Based Black Economic Empowerment Act” means the Broad-Based Black
Economic Empowerment Act 53 of 2003);
1.6 “Designated Group” means:
1.6.1 Black Designated Groups;
1.6.2 Black People;
1.6.3 Women;
1.6.4 People with disabilities; or
1.6.5 Small enterprises, as defined in section 1 of the national Small Enterprise Act 102 of 1996;
1.7 “Consortium or Joint Venture” 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;
1.8 “EME” means an exempted micro enterprise in terms of the codes of good practice issued in
terms of section 9(1) of the Broad-Based Black Economic Empowerment Act;
1.9 “Functionality” means the ability of tenderer to provide goods or services in accordance with
specifications as set out in the tender documents;
1.10 “Military Veteran” has the meaning assigned to it in section 1 of the Military Veterans
Act 18 of 2011;
1.11 “People with disabilities” has the meaning assigned to it in section 1 of the
Employment Equity Act, 55 of 1998;
1.12 “Person” includes a juristic person;
1.13 “PPPFA” means the Preferential Procurement Policy Framework Act 5 of 2000 and
its Regulations published on 20 January 2017;
1.14 “Price” means all applicable taxes less all unconditional discounts;
1.15 “QSE” means a qualifying small business enterprises in terms of the codes of good
practice issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment
Act
1.16 “Rand Value” means the total estimated value of a contract in South African currency,
calculated at the time of bid invitations, and includes all applicable taxes and excise duties;
1.17 “Rural Area” means:
1.17.1 a sparsely populated area in which people farm or depend on natural resources including
villages and small towns that are dispersed through the area; or
1.17.2 an area including a large settlement which dee ds a on migratory labour and remittances
and govern social grants for survival, and may have a traditional land tenure system;

REQUEST FOR PROPOSAL 5 of 86
1.18 “Total Revenue” bears the same meaning assigned to this expression in the Codes
of Good Practice on Black Economic Empowerment, issued in terms of section 9(1) of the
Broad-Based Black Economic Empowerment Act and promulgated in the Government
Gazette on 9 February 2007;
1.19 “Township” means an urban living area that any time from the late 19th century until
27 April 1994, was reserved for black people, including areas developed for historically
disadvantaged individuals post 27 April 1994;
1.20 “Trust” means the arrangement through which the property of one person is made
over or bequeathed to a trustee to administer such property for the benefit of another
person;
1.21 “Trustee” means any person, including the founder of a trust, to whom property is
bequeathed in order for such property to be administered for the benefit of another person;
and
1.22 “Youth” has the meaning assigned to it in section 1 of the National Youth
Development Agency Act 54 of 2008
All terms not defined herein have the meanings assigned to them in the PPPFA.

REQUEST FOR PROPOSAL 6 of 86
1. SECTION 1: INSTRUCTIONS TO BIDDERS
1.1. Access to RFP Documents:
Tender documents are available on www.etenders.gov.za. Kindly download, print and
complete for submission
No Tender documents will be issued from ACSA offices.
1.2. Submission of bid documents
The envelopes containing bid documents must have on the outside, the bidder’s return
address, the full description of the tender, tender number and the details of the Tender
Management Office/Procurement department where the bid will close. The documents must
be signed and completed by a person who has been given authority to act on behalf of the
bidder.
The bottom of each page of the bid documents must be signed or stamped with the
bidder’s stamp as proof that the bidder has read the tender documents. Bid documents
must be submitted on or before 11AM on 20th of November 2017 using the following
method(s):
Hand delivery:
The bid document must be delivered to the Tender Management Office located at the
address below and must be addressed as follows:
1.2.1. Tender box:
Tender Ref: KIM05/2017
Kimberley ACSA Offices 1st Floor
Administration Building
Compton Peterson Rd
Kimberley
8301
1.2.2. Email submissions:

No email submissions will be accepted only hand delivered documents will be
accepted
Proposals must be in duplicate (an original printed copy and a printed copy of the
original) The original copy will be the legal and binding copy, in the event of
discrepancies between any of the submitted documents; the original copy will take
precedence.

REQUEST FOR PROPOSAL 7 of 86
1.3. Alternative Bids
As a rule, ACSA only accepts bids which have been prepared in response to the tender
invitation. However, for this tender alternative bids will be accepted provided the alternative bid
is accompanied by the original bid response which materially complies with the specifications
of this tender invitation. The alternative bid will only be considered where the bidder has
submitted together with its alternative bid, an offer which materially complies with the
requirements of this tender. Alternative bids will also be evaluated using the pre-determined
evaluation criteria stipulated in this tender document.
1.4. Late Bids
BIDS WHICH ARE SUBMITTED AFTER THE CLOSING DATE AND TIME WILL NOT BE
ACCEPTED.
1.5. Clarification and Communication
Name: Mr Linda Mathebula
Designation: Buyer
Tel: [phone]
[email protected]
Email:

1.5.1. Request for clarity or information on the tender may only be requested until 15th of
November 2017 at 16H00. Any responses to queries or for clarity sought by a bidder
will also be sent to all the other entities which have responded to the Request for
Proposal/Quotation/Information invitation.
1.5.2. Bidders may not contact any ACSA employee on this tender 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 tender.
Contact will also only be permissible in the case of pre-existing commercial relations
which do not pertain to the subject of this tender.

REQUEST FOR PROPOSAL 8 of 86
1.6. Compulsory Briefing Sessions
The first compulsory briefing and Site Inspection session will be held on 3rd of November 2017
at 11H00 AM. The session will be held at the following location:
Kimberley Airport
Administration Building First Floor
Compton Peterson Rd
Kimberly Northern Cape
8301
The second compulsory briefing and site inspection session will be held on 6th November 2017
at 11H00AM The sessions will be held on the following location.
Tender Management Office:
1st Floor Terminal Building
66 Settlers Way
East London 5201

Bid Responses
Bid responses must be strictly prepared and returned in accordance with this tender document.
Bidders may be disqualified where they have not materially complied with any of ACSA’s
requirements in terms of this tender document. Changes to the bidder’s submission will not be
allowed after the closing date of the tender. All bid responses will be regarded as offers unless
indicates otherwise. 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.
1.7. Disclaimers
It must be noted that ACSA reserves its right to:
1.7.1. Award the whole or a part of this tender;

1.7.2. Split the award of this tender;

1.7.3. Negotiate with all or some of the shortlisted bidders;

1.7.4. Award the tender to a bidder other than the highest scoring bidder where objective
criteria allow;

1.7.5. To reject the lowest acceptable tender received; and/or

1.7.6. Cancel this tender.

REQUEST FOR PROPOSAL 9 of 86
1.8. Validity Period
1.8.1. ACSA requires a validity period of hundred and Twenty (120) business/working days
for this tender

1.8.2. During the validity period the prices which have been quoted by the bidder must remain
firm and valid. It is only in exceptional circumstances where ACSA would accommodate
a proposal to change the price.
1.9. Confidentiality of Information
1.9.1. 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 form the bidder whose
information is sought.

1.9.2. ACSA will not disclose the names of bidders until the tender process has been
finalised.

1.9.3. Bidders may not disclose any information given to the bidders as part of this tender
process to any third party without the written approval from ACSA. If the bidder requires
consulting with third parties on the tender, such third parties must complete
confidentiality agreements, which should also be returned to ACSA with the bid.
1.10. Hot – Line
ACSA subscribes to fair and just administrative processes. ACSA therefore urges its clients,
suppliers and the public to report any fraud or corruption to:
Airports Company South Africa TIP-OFFS ANONYMOUS
Free Call: 0800 00 80 80
Free Fax: [phone]
Email: [email protected]

REQUEST FOR PROPOSAL 10 of 86