REQUEST FOR QUOTATION

Transcription

1 REQUEST FOR QUOTATION Form No: RW PROC F Revision: 02 Effective Date: October 2017 PROJECT MONYETLA RFQ No: 0055/17 SUPPLY & DELIVERY OF INVENTORY ITEMS TO RAND WATER CENTRAL DEPOT National Treasury Central Supplier Database Number MAAA RFQ SUBMITTED BY: Registered Name of Company: Address: Telephone Number: Fax Number: EMPLOYEE REPRESENTATIVES Lebiso Moloi Senior Buyer Neo Moahlodi Buyer Tel: (011) Tel: (011) lomoloi@randwater.co.za nmoahlod@randwater.co.za ISSUE DATE: 08 November 2017 COMPULSORY SITE BRIEFING MEETING CLOSING DATE: N/A 24 November 2014 AT: 12H00 Page 1 of 20

2 Table of Contents 1. INTRODUCTION OBJECTIVES OF THE REQUIRED WORK SCOPE OF WORK PRE QUALIFIERS RETURNABLE DOCUMENTATION EVALUATION CRITERIA PRICING GENERAL TERMS AND CONDITIONS DEFINITIONS FIXED PRICE DELIVERY TIME OR DATE PURCHASE ORDER LETTER OF AWARD CANCELLATION OF ORDER DISPATCH OF SUPPLIES SPECIFICATIONS GUARANTEE PAYMENT LIABILITY FOR COSTS, DAMAGES OR EXPENSES PENALTY AND PERFORMANCE CLAUSE FORCE MAJEURE WARRANTY TERMINATION FOR CONVENIENCE TERMINATION FOR DEFAULT AMENDMENT OF ORDER CESSION OF CONTRACTS DISPUTE RESOLUTION Page 2 of 20

3 8.20. DOMICILIUM CITANDI ET EXECUTANDI AND NOTICES LAW ACCEPTANCE OF RAND WATER S GENERAL TERMS AND CONDITIONS SCHEDULE A - SBD Page 3 of 20

4 1. INTRODUCTION Rand Water is implementing Project Monyetla in Sedibeng District Municipality for locally based service providers to supply and deliver various inventory items. 2. OBJECTIVES OF THE REQUIRED WORK Project Monyetla is aimed at assisting, empowering or accelerating the development, sustainability and ultimate financial independence of various suppliers in the Sedibeng District Municipality as part of radical economic transformation through supplying inventory items required by Rand Water for its day to day business operations. 3. SUBMISSION OF BID Only the original tender document supplied to the respondent by Rand Water must be submitted. Tender document must be submitted in its entirety, i.e. as a whole without any changes being effected. No part thereof may be removed, omitted or amended in any way through electronic, mechanical or any other means whatsoever. Failure to adhere to this requirement will invalidate the tender. All submission must be made before 12h00 on the closing date stipulated on the cover page of the Bid Bid must be hand delivered Bid must be deposited in the Tender box container at the main entrance of Rad Water Head Office. Address: Rand Water 522 Impala Road Glenvista SCOPE OF WORK Supply and delivery of inventory items as per attached annexures. Page 4 of 20

5 5. PRE QUALIFIERS The following minimum requirements as pre-qualifying apply: Compliant National Treasury Central Supplier Database Report Proof of residence Sedibeng District Municipality (Entity Address) 6. RETURNABLE DOCUMENTATION All documentation listed in the Table below shall form part of the Contract, and should be returned with the RFQ response. ITEM DESCRIPTION OF DOCUMENT TO BE RETURNED REQUIRED RETURNABLES FOR THIS RFQ 1. Valid Tax SARS PIN 2. Original or originally certified B-BBEE certificate or sworn affidavit 3. Comprehensive CSD report 4. Company registration documents (company or cc documents) 5. Declaration of interest (SBD 4, refer to Schedule A.) 6. Letter of Good Standing (where applicable) Where Applicable 7. Completed annexures with price per unit 8.1. MIE Form, to be signed by all the registered Directors 8.2. Completed Supplier Application Form (RW PROC F) PROVIDED BY SUPPLIER (Supplier must tick to verify submission of the required returnable documents) Completed Supplier Banking Details Form (RW PROC F) OR Bank Confirmation Letter These are returnable documents for suppliers who have never been awarded work by Rand Water. Page 5 of 20

6 7. EVALUATION CRITERIA 7.1. The functionality evaluation criteria is as follows Adjudication Criteria Previous Related Experience (Similar to current RFQ Scope/Work) Rating of this item is based on a four-point scale. None = 0 % - No experience Weak = 33.3% - 1 Company referee Moderate = 66.7% - 2 Company referees Good = 100% - 3 Company referees Human Resources The purpose is to establish an overall picture of the company's human resource capacity and ability to undertake the work. Company Organogram (30) No Company Organogram (0) % Weight [Max 100%] Equipment Resource Capacity Adjudication is based on Equipment Resources Capacity Equipment; Vehicles; etc.) The purpose is to establish an overall picture of the company s equipment resources and ability to undertake the work and will therefore be services/goods specific. Provide a vehicle make and model to be used for transporting goods Vehicle or Vehicles transporting goods complies with transport requirements e.g chemicals; lab equipment; oil; etc. (20) No vehicle (0) Fit for Purpose of Solution Specific solution in accordance with the scope of work (10) Aligned with Contractual requirements (10) TOTAL Responses are required to meet a minimum of 60 points on the functionality evaluation to be further evaluated on the preference points. Responses that do not meet a minimum of 60 points will be deemed non responsive and will not be evaluated further. Page 6 of 20

7 6.2.1 RECORD OF PREVIOUS EXPERIENCE The Tenderer shall provide details of completed works (similar to the work set out in this tender). Individuals listed as references must be contactable and willing to provide information relating to the performance of the Tenderer. In order to verify the quality of workmanship, an inspection of the works may also be undertaken should Rand Water deem it necessary. Description of Works Project Title : Detailed scope of work in the project: Client : Contract No. : 1 Contract Value (excl. VAT) : Award Date : Contact Details of Reference at Client Company Name : Position Held : Tel : Cell : Fax : Description of Works Project Title : 2 Detailed scope of work in the project: Client : Page 7 of 20

8 Contract No. : Contract Value (excl. VAT) : Award Date : Contact Details of Reference at Client Company Name : Position Held : Tel : Cell : Fax : Description of Works Project Title : Detailed scope of work in the project: Client : Contract No. : 3 Contract Value (excl. VAT) : Award Date : Contact Details of Reference at Client Company Name : Position Held : Tel : Cell : Fax : Page 8 of 20

9 6.2.2 HUMAN RESOURCE CAPACITY Human Resource Capacity will be viewed in conjunction with each other to establish an overall picture of the RFQ s capacity and ability to undertake the work specified in this document. Company Organogram The Tenderer shall detail in the block below their company organogram and the Resources dedicated to this contract must be clearly indicated. Page 9 of 20

10 6.2.3 EQUIPMENT RESOURCE CAPACITY The following are lists of major items of relevant equipment that are presently owned / leased / hired or planned to be purchased / leased / hired and will be available for this contract if the tender is accepted: Qty Equipment Description(including capacity/size etc) Currently Own /Currently Lease or Hire /Plan to Purchase /Plan to Lease or Hire FIT FOR PURPOSE OF SOLUTION (SPECIFICATION) Should the Tenderer wish to qualify any aspect of the tender (e.g. Supplied items in line with Rand Water specification, aligned with contractual requirements stated in this tender and etc.), he shall set out his terms clearly hereunder or alternatively state them in a covering letter attached to his tender and referred to hereunder, failing which the tender will be deemed to be unqualified. If no qualifications are made, the schedule shall be left blank or draw a line. Page 10 of 20

11 8. PREFERENCE POINT SYSTEM The quotation will be evaluated on 80/20 Preference Points Principle. 9. PRICING Rand Water requires the price per item to be clearly outlined as per the line items indicated on annexures. Price needs to be provided in South African Rand (incl. VAT: applicable to VAT Vendors), with validity of 120 days and Rand Water will determine quantities to be purchased. Price should include additional cost elements such as freight, insurance until acceptance, duty where applicable, etc. Service providers may only quote for one category; non-compliance to this requirement will lead to disqualification. 10. GENERAL TERMS AND CONDITIONS The following terms and conditions shall apply to the award. The Supplier agrees to adhere to the terms and conditions DEFINITIONS In the General Conditions of Purchase the terms below shall have the following meanings, unless it is inconsistent with the context of the Purchase Order: "PURCHASE ORDER" means the order between Rand Water and the Supplier; "DELIVERY" means delivery in accordance with the conditions of the Purchase Order at the stated delivery point; SUPPLIES" means any services, equipment, goods, items or materials to be delivered by the Supplier in terms of the Purchase Order; Page 11 of 20

12 10.1. "SUPPLIER" means the party appointed by Rand Water and with whom Rand Water places the Purchase Order FIXED PRICE The price stated in the Purchase Order shall be regarded as fixed and is invariable and not subject to adjustments unless otherwise agreed between the parties in writing DELIVERY TIME OR DATE The delivery time or date stated in the Purchase Order shall be regarded as fixed and the Supplier shall adhere strictly thereto. Rand Water reserves the right to cancel any order issued if delivery is not made as agreed and the Supplier will not be entitled to any cancellation fees PURCHASE ORDER In terms of this order Rand Water undertakes to procure, and the Supplier undertakes to supply the products and/or services as contained on the Purchase Order. This however, does not prohibit Rand Water to procure additional products/services, and or to procure the same/similar products/services, from any other Supplier The Purchase Order number stated in the Order shall be indicated clearly on all documentation to be issued by either party to the other LETTER OF AWARD Upon appointment, the Supplier shall be required to sign a Letter of Award. In the event that the Letter of Award is not accepted within the times indicated in such letter, the letter will automatically terminate and will not be enforceable CANCELLATION OF ORDER Should the Supplier fail to deliver the goods at the time agreed to, or should it not comply with any other essential condition of the Purchase Order, Rand Water shall be entitled in writing to cancel the Purchase Order, without any adverse cost implications for Rand Water The aforesaid cancellation shall not prevent Rand Water from exercising any of its rights available in terms of the Purchase Order. Page 12 of 20

13 10.7. DISPATCH OF SUPPLIES Rand Water shall not be responsible for any risk in and to the goods before delivery of such goods has taken place SPECIFICATIONS The Supplier shall ensure that the service to be rendered shall in all respects be in accordance with the requirements and stipulations set out in the Purchase Order. All materials and consumable items if applicable shall be new and unused, unless otherwise agreed to in writing Rand Water shall be entitled to return any goods with defects or deviations from the agreed specification within 7 days after date of delivery and will not be liable for any cost GUARANTEE Save for consumables, the Supplier guarantees the workmanship and materials and any components thereof will be free of any defects for a period of at least 12 (twelve) months after the acceptance thereof by Rand Water, reasonable wear and tear will be accepted PAYMENT Rand Water does not allow advance payments to the Supplier Payment of an invoice shall not prevent Rand Water from subsequently disputing all or any of the fees in good faith whether during or after the term of the Purchase Order Payments shall be effected within 30 days after submission of statement. Page 13 of 20

14 LIABILITY FOR COSTS, DAMAGES OR EXPENSES Rand Water may deduct all costs, damages or expenses, or any other amount for which the Supplier is liable in terms of the Purchase Order, from moneys due to or becoming due to the Supplier in terms of any subsequent Purchase Orders or the contract between the Supplier and Rand Water. Rand Water is herewith irrevocably and in rem suam authorized PENALTY AND PERFORMANCE CLAUSE Should the Supplier fail to perform and make delivery in terms of the Purchase Order, exception of Force Majeure specified in Clause 8.13, Rand Water shall be entitled to impose a penalty, which shall be deducted from the payment statement. The imposition of such penalty shall no relieve the Supplier from its obligation to complete the services or from any of its obligations and liabilities under the Purchase Order Every day, following the day on which a Failure arose ( day 1 ), that a Failure persists without being rectified, shall be deemed a new incidence of a Failure for which the Supplier shall incur a penalty deduction FORCE MAJEURE Any Force Majeure event experienced by the Supplier that is likely to affect the timeous delivery of any items on the Purchase Order shall be communicated to Rand Water in writing within forty-eight (48) hours of the Supplier becoming aware of such circumstance. Force Majeure event means: a. natural disasters b. war, act of foreign enemies c. riot, civil commotion d. strike, lockout, other labour disturbance (including those involving the Supplier s employees) or e. any other circumstances beyond the control of the Supplier and which in the absence of this paragraph will operate to frustrate the timeous delivery of the item and/or service. Page 14 of 20

15 WARRANTY The Supplier warrants that all goods and Services supplied under this Purchase Order will be in accordance with all contract requirements and free from defects or inferior materials, equipment, and workmanship for twelve (12) months after final acceptance of the goods or Services If Rand Water finds the warranted goods or Services need to be repaired, changed or re-performed, Rand Water shall so inform the Supplier in writing and the Supplier shall promptly and without expense to Rand Water replace or satisfactorily correct the goods or Services Any goods, services or parts thereof so corrected, shall also be subject to the provisions of this Clause, and the warranties for such goods, Services or part thereof shall be for twelve (12) months from the date of Rand Water s final acceptance of such corrected goods or Services The Supplier further warrants the goods/services will meet and are suitable for the purpose intended. These warranties shall survive inspection, acceptance, and payment. Goods/services that do not conform to the above warranties may, at any time within 12 months after delivery to Rand Water, be rejected and returned to the Supplier, and if Rand Water has incurred any expenses as a result thereof, Rand Water will be entitled to recover same from the Supplier TERMINATION FOR CONVENIENCE Rand Water reserves the right, at any time, in its own best interest, and without liability, to terminate a Purchase Order in whole or in part, by written notice of termination for convenience to the Supplier. If the Purchase Order is so terminated, then, within thirty (30) days following the Supplier s receipt of the termination notice, the Supplier shall submit a claim for equitable adjustment. If the termination involves only services, Rand Water shall be obligated to pay only for services performed satisfactorily before the termination date. Page 15 of 20

16 TERMINATION FOR DEFAULT Rand Water may, without liability, and in addition to any other rights or remedies provided herein or by law, terminate a Purchase Order in whole or in part by written notice of default if the Supplier: a) fails to deliver in terms of the Purchase Order or perform the services within the time specified; b) fails to make sufficient progress with the work, thereby endangering completion of performance within the time specified; or c) fails to comply with any of the other instructions, terms, or conditions. Rand Water s right to terminate for default may be exercised if the Supplier does not cure the failure within ten (10) days after receiving the notice of such failure AMENDMENT OF ORDER No amendment or variations to the Purchase Order shall be permitted without the written approval of Rand Water No price adjustments shall be accepted unless stipulated in the quotation document received. The Supplier shall be obliged to supply the goods and services on the quoted prices, if the Purchase Order was placed within valid time of quotation CESSION OF CONTRACTS The Supplier may not, cede, delegate, relinquish or transfer to anyone his rights and/or obligations without the prior written consent of Rand Water DISPUTE RESOLUTION All disputes between the parties shall, when all efforts to resolve such dispute by negotiation have failed shall be resolved by way of arbitration under the auspices of the Arbitration Foundation of Southern Africa ( AFSA ) as per AFSA s rules, in Sandton, Johannesburg. Either party shall however be entitled to proceed to the South Gauteng High Court (to which jurisdiction the parties hereby consent) for any urgent, interim or interdictory relief, as that party may deem necessary in the circumstances in order to protect its rights or interests under a Purchase Order or these terms and conditions. Page 16 of 20

17 DOMICILIUM CITANDI ET EXECUTANDI AND NOTICES The Parties hereto respectively choose as their domicilium citandi et executandi for all purposes of, and in connection with this Agreement, the physical addresses as they appear on the Purchase Order Any notice to be given hereunder shall be given in writing and may be given either personally (i.e. per hand or courier) or may be sent by registered post and addressed to the relevant party at its domicilium or to such other address as shall be notified in writing by either of the parties to the other from time to time. Any notice given by registered post shall be deemed to have been served on the expiry of 7 (seven) calendar days after same is posted. Any notice delivered personally shall be deemed to have been served at the time of delivery LAW The Purchase Order shall be governed and interpreted in accordance with the law of the Republic of South Africa and shall be subject to the jurisdiction of the South African courts to which the Supplier hereby irrevocably submits but without prejudice to Rand Water's right to take proceedings against the Supplier in other jurisdictions. 11. ACCEPTANCE OF RAND WATER S GENERAL TERMS AND CONDITIONS SIGNED at on For and on behalf of Supplier Who warrants being duly authorised Name : Designation: Page 17 of 20

18 SCHEDULE A - SBD 4 DECLARATION OF INTEREST 1. Any legal person, including persons employed by the state*, or persons having a kinship with persons employed by the state, including a blood relationship, may make an offer or offers in terms of this invitation to bid (includes a price quotation, advertised competitive bid, limited bid or proposal). In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the state, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her position in relation to the evaluating/adjudicating authority and/or take an oath declaring his/her interest, where- the bidder is employed by the state; and/or the legal person on whose behalf the bidding document is signed, has a relationship with persons/a person who are/is involved in the evaluation and or adjudication of the bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and or adjudication of the bid. 2. In order to give effect to the above, the following questionnaire must be completed and submitted with the bid. 2.1 Full Name of bidder or his or her representative:. 2.2 Identity Number: 2.3 Position occupied in the Company (director, shareholder etc): 2.4 Company Registration Number: Tax Reference Number: VAT Registration Number:.... * State means (a) any national or provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act No. 1 of 1999); (b) any municipality or municipal entity; (c) provincial legislature; (d) national Assembly or the national Council of provinces; or (e) Parliament. 2.7 Are you or any person connected with the bidder presently employed by the state? YES / NO If so, furnish the following particulars: Name of person / director / shareholder/ member:.... Name of state institution to which the person is connected: Position occupied in the state institution:.. Page 18 of 20

19 Any other particulars: 2.8 Did you or your spouse, or any of the company s directors / shareholders / members or their spouses conduct business with the state in the previous twelve months? YES / NO If so, furnish particulars: Do you, or any person connected with the bidder, have any relationship (family, friend, other) with a person employed by the state and who may be involved with the evaluation and or adjudication of this bid? YES / NO If so, furnish particulars Are you, or any person connected with the bidder, YES / NO aware of any relationship (family, friend, other) between the bidder and any person employed by the state who may be involved with the evaluation and or adjudication of this bid? If so, furnish particulars Do you or any of the directors /shareholders/ members of the company have any interest in any other related companies whether or not they are bidding for this contract? If so, furnish particulars: Page 19 of 20

20 3 Full details of directors / trustees / members / shareholders. Full Name Identity Number Personal Tax Reference Number State Employee Number / Persal Number 3 DECLARATION I, THE UNDERSIGNED (NAME) CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2.1 TO ABOVE IS CORRECT. I ACCEPT THAT THE STATE MAY ACT AGAINST ME IN TERMS OF PARAGRAPH 23 OF THE GENERAL CONDITIONS OF CONTRACT SHOULD THIS DECLARATION PROVE TO BE FALSE... Signature.. Date. Position Name of Bidder Page 20 of 20