samsa msp/3/2017: appointment of a panel of ship chandlers

72 Pages·2017·1.58 MB·English

SAMSA MSP/3/2017: APPOINTMENT OF A PANEL OF SHIP CHANDLERS/ SERVICE PROVIDERS TSUPPORT
SAMSA MARITIME SPECIAL PROJECTS WITH THE SUPPLY OF VICTUALS, BED LINEN, CUTLERY, CROCKERY
AND OTHER CONSUMABLES FOR SAMSA MARITME SPECIAL PROJECTS FOR A PERIOD OF THREE (3)
YEARS

BIDS TO BE SUBMITTED TO:
South African Maritime Safety Authority
146 Lunnon Road
Cnr Jan Shoba & Lunnon Road
Hillcrest
0183

Attention: J Chilopo Tel: [phone] email: [email protected]

ISSUE DATE 18 January 2018
COMPULSORY INFORMATION SESSION 08 February 2018

Time: 10h00-11h30

Venue:

SAMSA Cape Town Office
18th Floor
2 Long Street
8001
CLOSING DATE: 15 March 2018 at 11:00 am
Note: Please note that all applicants who do not attend the compulsory information session will be
automatically disqualified; and will not be entertained.
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PART A

INVITATION TO BID
YOU ARE HEREBY INVITED TO BID FOR THE FOLLOWING SPECIFIED REQUIREMENTS
CLOSING 15 March 2018
BID NUMBER: SAMSAMSP/03/2017 DATE: CLOSING TIME: 11H00 AM
DESCRIPTION:

APPOINTMENT OF A PANEL OF SHIP CHANDLERS/ SERVICE PROVIDERS TO SUPPORT SAMSA MARITIME SPECIAL
PROJECTS WITH THE SUPPLY OF VICTUALS, BED LINEN, CUTLERY, CROCKERY AND OTHER CONSUMABLES FOR
SAMSA MARITME SPECIAL PROJECTS FOR A PERIOD OF THREE (3) YEARS
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)
South African Maritime Safety Authority
1 46 Lunnon Road
Cnr Jan Shoba & Lunnon Road
CHnilrlc Jraens tS hoba & Lunnon Road
H01il8lc3r est
0183
S UPPLIER INFORMATION

NAME OF BIDDER

P14O6S TLAunL nAoDnD RRoEaSdS
SCTnRr EJaEnT SAhDoDbRaE &S SL unnon Road
Hillcrest
TELEPHONE NUMBER CODE NUMBER
0183
CELLPHONE NUMBER
FACSIMILE NUMBER CODE NUMBER
E-MAIL ADDRESS
VAT REGISTRATION NUMBER

TCS PIN: OR CSD No:
B-BBEE STATUS LEVEL VERIFICATION Yes B-BBEE STATUS Yes
CERTIFICATE LEVEL SWORN
[TICK APPLICABLE BOX] No AFFIDAVIT 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 AN ACCOUNTING OFFICER AS CONTEMPLATED IN THE CLOSE
TICK BOX 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]
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Yes

ARE YOU A FOREIGN
ARE YOU THE ACCREDITED No BASED SUPPLIER Yes No
REPRESENTATIVE IN SOUTH AFRICA FOR THE GOODS

FOR THE GOODS /SERVICES /WORKS /SERVICES /WORKS [IF YES ANSWER PART B:3
OFFERED? [IF YES ENCLOSE PROOF] OFFERED? 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 BID PRICE
TOTAL NUMBER OF ITEMS OFFERED (ALL INCLUSIVE)

BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TO:

DEPARTMENT/ PUBLIC ENTITY SOUTH AFRICAN MARITIME SAFETY AUTHORITY (SAMSA)

CONTACT PERSON J CHILOPO

TELEPHONE NUMBER 012 366 2600

FACSIMILE NUMBER 012 366 2601

[email protected]
E-MAIL ADDRESS
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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 ANDTHE
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) I SSUED 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 IS THE BIDDER A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO
.3 DOES THE BIDDER HAVE A BRANCH IN THE RSA? YES NO
1.3 DOES THE BIDDER HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO
2.3 DOES THE BIDDER HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO
3.
4IF 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.
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SAMSA MSP/3/2017: APPOINTMENT OF A PANEL OF SHIP CHANDLERS/ SERVICE PROVIDERS TO SUPPORT SAMSA
MARITIME SPECIAL PROJECTS WITH THE SUPPLY OF VICTUALS, BED LINEN, CUTLERY, CROCKERY AND OTHER
CONSUMABLES FOR SAMSA MARITIME SPECIAL PROJECTS FOR A PERIOD OF THREE (3) YEARS .

RETURNABLE DOCUMENTS:

(All bids that do not contain the required documentation for evaluation are deemed NOT COMPLIANT AND
DISQUALIFIED FROM EVALUATION)
Checklist Yes/No
Fully completed ORIGINAL bid document completed by hand (SBD1:
Invitation to bid and conditions of undertaking)
Indicate if the following documents are signed
SBD 1: Invitation to Bid and conditions of undertaking
SBD 3: Pricing Schedule
SBD 4: Declaration of Interest
SBD 6.1: Preference claims for Broad Based Black Economic
Empowerment Status Level of Contribution in terms of the
Preferential Procurement Regulations 2017 Issued by SANAS
Is the company subcontracting? Indicate YES/NO
If yes, how much %?
Is the company a Joint Venture?
In bids where Consortia / Joint ventures / Sub-contractors are involved, each party
must submit a separate proof of TCS / PIN / CSD number.
SBD 6.2: Declaration Certificate for Local Production and Content
ANNEXURE C: Local Content Declaration: Summary Schedule
ANNEXURE D: Imported Content Declaration : Supporting Schedule to Annexure C
ANNEXURE E: Local content declaration: supporting schedule to Annexure C
SBD 8: Declaration of Bidder’s past SCM practices
SBD 9: Certificate of Independent Bid Determination
DOCUMENTS ATTACHED
Bidder’s responses to technical specifications, capability requirements
(company profile) and capacity as requested in order to evaluate proposals
Original Tax Clearance Certificate
Certified copy of Company Registration form
Accreditation requirements for the tender
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References x 3 (on attached template provided)
Certified BBBEE certificate (if preference points are claimed)
For companies that have less than R10million turnover supply a sworn affidavit or
Certificate issued by Companies and Intellectual Property Commission (CIPC) is
required.
A copy of the template for this affidavit can be found on the Department of Trade
and Industry website: https://www.thedti.gov.za/gazzettes/Affidavit_EME.pdf
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1. BACKGROUND

Accountable to the Minister of Transport, SAMSA was established on 1April 1998 in terms of the South African Maritime
Safety Authority Act 5 of 1998 (View Acts). SAMSA's objective is to lead and champion South Africa's maritime interests
as custodians and stewards of maritime policy, vigorous promoters of the maritime sector and giving full and
complete effect to our obligations for the benefit of all stakeholders. To promote South Africa's maritime
interests and development and position the country as an International Maritime Centre while ensuring maritime
safety, health and environmental protection.

2. OBJECTIVES

The purpose of this Request for Proposal (RFP) is to appoint a panel of five (5) service providers (suppliers) to provide
SAMSA Maritime Special Projects with the supply of victuals, bed linen, cutlery, crockery and other consumables for a
period of thirty six (36) months.

3. DELIVERY INSTRUCTIONS FOR RFP

3.1 Delivery by hand

If delivered by hand, the envelope is must be deposited in the SAMSA tender box during office hours from 08:00 am until
16:00 pm which is located at the main entrance, and must be addressed as follows:

BID NUMBER:
SOUTH AFRICAN MARITIME SAFETY AUTHORITY
146 LUNNON ROAD
CNR JAN SHOBA & LUNNON ROAD, PRETORIA
HILCREST 0183

4. BROAD-BASED BLACK ECONOMIC EMPOWERMENT AND SOCIO-ECONOMIC OBLIGATIONS

As prescribed in terms of the Preferential Procurement Policy Framework Act (PPPFA), Act 5 of 2000 and its Regulations,
Tenderers are to note that SAMSA will award preference points to companies who provide valid proof of their B-BBEE
status using either the latest version of the generic Codes of Good Practice or Sector Specific Codes (if applicable). The
value of this bid is estimated not to exceed R30 000 000 (all applicable taxes included); and therefore the 80/20 system
shall be applicable. Tenderers are required to submit a certified copy of valid proof of their B-BBEE Status to obtain
preference points for their B-BBEE status. Tenderers are required at all times to comply with the latest B-BBEE legislation
and/or instruction notes as issued from time to time by the DTI.

4.1 B-BBEE Joint Ventures or Consortiums

Tenderers who would wish to respond to this RFP as a Joint Venture [JV] or consortium with B-BBEE entities, must state
their intention to do so in their RFP submission. Such Tenderers must also submit a signed JV or consortium agreement
between the parties clearly stating the percentage [%] split of business and the associated responsibilities of each party.
If such a JV or consortium agreement is unavailable, the partners must submit confirmation in writing of their intention
to enter into a JV or consortium agreement should they be awarded business by SAMSA through this RFP process. This
written confirmation must clearly indicate the percentage [%] split of business and the responsibilities of each party. In
such cases, award of business will only take place once a signed copy of a JV or consortium agreement is submitted to
SAMSA. Bidders are to note the requirements for B-BBEE compliance of JVs or consortiums as required and submit it
together with proof of their B-BBEE Status as stipulated in the Claim Form in order to obtain preference points for their
B-BBEE status.

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Note: Failure to submit a valid and original B-BBEE certificate for the JV or a certified copy thereof at the Closing Date of
this RFP will result in a score of zero being allocated for BBBEE.

4.2 Subcontracting

SAMSA fully endorses Government’s transformation and empowerment objectives and when contemplating
subcontracting. Tenderers are requested to give preference to Exempted Micro Enterprises (EMEs), Start-up companies
and Qualifying Small Enterprises (QSEs) which are Black Owned, Black Women Owned, Black Youth Owned, companies
owned by Black People with Disabilities etc.

A Tenderer awarded a contract may not subcontract more than 25% [twenty-five percent] of the value of the contract to
any other enterprise that does not have an equal or higher BBBEE status level than the person concerned, unless the
contract is subcontracted to an EME that has the capability and ability to execute the subcontract.

4.3 Subcontracting after award to tender

A Tenderer awarded a contract may only enter into a sub-contracting management with approval of SAMSA.

A Tenderer awarded a contract in relation to a designated sector, may not subcontract in such a manner that local
production and content of the overall value of the contract is reduced to below the stipulated minimum threshold.

5 COMMUNICATION

5.1 For specific queries relating to this RFP, an RFP Clarification Request should be submitted to: [email protected]
before 12:00 on 07 March 2018, response to such a query will then be made available to the other Tenderers who have
attended the compulsory briefing meeting.

5.2 Tenderers are warned that a Proposal may be liable to disqualification should any attempt be made by a Bidders
either directly or indirectly to canvass any officer or employee of SAMSA in respect of this bid between the closing date
and the date of the award of the business. Furthermore, Tenderers found to be in collusion with one another will be
automatically disqualified and restricted from doing business with SAMSA in the future.

6 CONFIDENTIALITY

All information related to this bid is to be treated with strict confidence. In this regard Tenderers are required to certify
that they have acquainted themselves with the Non-Disclosure Agreement. All information related to a subsequent
contract, both during and after completion thereof, will be treated with strict confidence. Should the need however arise
to divulge any information gleaned from provision of the Goods, which is either directly or indirectly related to SAMSA’s
business, written approval to divulge such information must be obtained from SAMSA.

7 Compulsory Local Content Threshold

In terms of section 9 (1) of the Preferential Procurement Regulations, 2011, and the Instruction Note issued by National
Treasury on the “Invitation and Evaluation of Bids based on a stipulated minimum threshold for local content and
production for the Textile, Clothing, Leather and Footwear Sector”, Transnet is required to set a stipulated minimum
Threshold be set for this RFP. Only locally produced or locally manufactured Textiles, Clothing, Leather and Footwear
from locally raw material or input will be considered. If the raw material or input to be used for a specific item is not
available locally, bidders should obtain written authorisation from Department of Trade and Industry (DTI) should there
be a need to import such raw material or input.

A Local Content threshold of 60% [sixty percent] will be required for local production and content for working vessels
(Boats) is 60% for all types as identified for the purpose of the Pricing Schedule.

For further guidance with regard to the determination of “Local Content”, Respondents must refer
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to the following documentation:

 SABS approved technical specification number SATS 1286:2011

 Guidance document for the Calculation of Local Content from the Department of Trade and Industry

 Declaration Certificate for Local Production and Content for Designated Sectors [Available on the DTI website:
http://www.thedti.gov.za]
 National Treasury Instruction 04/2015/2016 – Amendment of Declaration Certificates for Local Production and
Content for Designated Sectors (Standard Bidding Document (SBD6.2)

Mandatory RFP Annexures

The regulatory and mandatory RFP Annexures, which must be completed by all Respondents in order to declare
Local Content, are as follows:

 Declaration Certificate for Local Production and Content [SBD 6.2] together with Annexure C (Local Content
Declaration: Summary Schedule), which must be completed, duly signed and submitted by the bidder at the
closing date and time of the bid

 Annexures D and E are Supporting Schedules to Annexure E. They are named a follows:

 Annexure D – Imported Content Declaration: Supporting Schedule to Annexure C

 Annexure E – Local Content Declaration: Supporting Schedule to Annexure C

After completing Declaration D, bidders should complete Declaration E and then consolidate the information on
Declaration C. Declaration C should be submitted with the bid documentation at the closing date and time of the bid.
Declarations D and E should be kept by Respondents for verification purposes for a period of at least 5 years. The
successful Respondent is required to continuously update Declarations C, D and E with the actual values for the duration
of the contract. In addition to what is stated above regarding Annexures D and E, please note that these declarations are
to be submitted as part of the Essential Returnable Documents.

The local content (LC) expressed as a percentage of the bid price will be calculated in accordance with the following
formula:
LC = (1 – x/y)*100
Where
x is the imported content in Rand
y is the bid price in Rand excluding value added tax (VAT)
Prices referred to in the determination of x will be converted to Rand (ZAR) by using the exchange rate published by the
SARB on the date that the bid has been advertised.

Any enquiries in respect of Local Production and Content must be directed as follows:

The DTI:
Contact Details for exemption requests

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Dr Tebogo Makube
Chief Director: Industrial Procurement Unit
The Department of Trade and Industry
Private Bag X84, Pretoria, Gauteng, 0001
Email: [email protected]

Contact details for assistance regarding completion of local content declarations
Mr Raphael Kitiaka
Industrial Procurement Unit
Email: [email protected]

Tel: [phone]

Contact details for assistance regarding technical queries on local content
Ms Bianca Mokoena
Industrial Policy Unit
Email: [email protected]

Tel: [phone]

8. QUANTITIES

The quantities furnished in the bid are estimated quantities and no guarantee can be given regarding the actual
quantities that will be ordered.

8.1 Supplier must be able to supply requested items.

8.2 Items to be delivered within 24 hours from placement of order

8.3 Prices must include VAT and delivery cost to any of the above mentioned Ports.

8.4 The types of items required are as per the listing found in paragraph 14 but this list is not exhaustive

9. MANDETORY REQUIREMENTD

The following qualifying criteria must be strictly adhered to. Non-compliance with these criteria will automatically
invalidate your bid.

9.1 Bidders must ensure that their tax matters are in order. Should the tax matters found not to be in order this will
automatically invalidate your bid.

9.2 In the event that the bidder is not the actual producer/manufacturer or actual dealer (who normally keeps stock of
the required items) and will be sourcing the product(s) from a producer/manufacturer or dealer, the bidder should
ensure a letter of confirmation or a service level agreement between the bidders and the producer/manufacturer
signed by both parties.

9.3 Latest audited financial statement. This is to confirm that your company has the financial ability to successfully
execute this contract.

9.4 A letter of confirmation or Halaal Certificate must be submitted together with the bid document for all halaal
products. The bidder must submit the proof with his/her1 bid. Only certificates issued by the Muslim Board will be
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