REQUEST FOR PROPOSAL

Transcription

1 REQUEST FOR PROPOSAL INVITATION TO BE REGISTERED ON THE NHBRC FORENSIC ENGINEERING ASSESSMENTS PANEL OF APPROVED SERVICE PROVIDERS FOR THE DURATION OF SIX (06) MONTHS FOR (SPECIAL PROJECTS EASTERN CAPE) RFP NO : NHBRC 1115/2014 CLOSING DATE: 30 th June 2014 CLOSING TIME: 11H00 am NAME OF COMPANY: RFP.: NHBRC 1115/2014 Page 1

2 TABLE OF CONTENTS PAGE NO. TERMS AND CONDITIONS TO BE TAKEN INTO ACCOUNT BY SERVICE PROVIDERS... 3 PART A NHBRC BACKGROUND About NHBRC Risk Management by the NHBRC Business overview... 6 PART B TECHINICAL INFORMATION TO BE SUBMITTED BY SERVICE PROVIDERS... 8 PART C EVALUATION PROCESS PART D RFP SUBMISSION INSTRUCTIONS Availability of the RFP Document Compulsory Briefing Session The compulsory briefing sessions will be held on Tuesday, 06 th May 2014 at the following address.: Bidders who have not attended the compulsory briefing session will be disqualified RFP Closing Date Enquiries should be directed to: Number of bid envelopes/files to be deposited: PART E ADDENDUMS TO THE RFP RFP.: NHBRC 1115/2014 Page 2

3 TERMS AND CONDITIONS TO BE TAKEN INTO ACCOUNT BY SERVICE PROVIDERS This Request for Proposal (RFP) has been compiled by the NHBRC and it is made available to the Bidders on the following basis. Bidders submitting a Bid in response to this RFP are deemed to do so, on the basis that they acknowledge and accept the terms and conditions set out below: 1. The NHBRC reserves the right to amend, modify, withdraw this RFP or any of the procedures or requirements set out herein at any time without prior notice and without liability to compensate or reimburse any person. If the NHBRC amends this RFP, the amendment will be sent to each Bidder in writing or publicized as the case maybe. No oral amendments by any person will be considered or acknowledged. 2. The premises of the bidder should be open at all reasonable hours for inspection by representatives of the NHBRC. This is done in order to confirm any information provided by a Bidder in the RFP Bid. 3. This RFP is not intended to form the basis of a decision to enter into any transaction involving the NHBRC, and does not constitute an offer or recommendation to enter into such transaction, or an intention to enter into any legal relationship with any person. 4. A Bid submitted in response to this RFP will constitute a binding offer which will remain binding and irrevocable for a period of six months from the date of submission to the NHBRC. The offer constituted by the Bid will be deemed not to have been accepted and no agreement will be deemed to be reached with any Bidder, unless and until a definitive Agreement and other related transaction documents are concluded between the NHBRC and the Preferred Bidder. 5. Neither the NHBRC nor any of their respective directors, officers, employees, agents, representatives or advisors will assume any obligation for any costs or expenses incurred by any party in or associated with preparing or submitting a Bid in response to the RFP. All costs associated with the preparation and submission of the Bid is the responsibility of the Service Provider. The costs shall not be chargeable to the NHBRC by successful or unsuccessful Bidder. 6. No entity may be involved, whether directly or indirectly, in more than one Bid in response to this RFP. A failure to comply with this requirement may, within the sole discretion of the NHBRC, result in disqualification of the relevant entity. 7. Any material change in the control and/or composition of any Bidder or any core member of a Bidder after submission of a Bid, shall require the prior written approval of the NHBRC, and any failure to seek such approval from the NHBRC shall result in the NHBRC being entitled, in its sole discretion, to exclude the relevant Bidder from any further participation in the bid process. The NHBRC shall be the sole arbiter as to what constitutes a material change in the control and/or composition of any Bidder, and as to what constitutes a core member of a Bidder for purposes of such approval. Any request for such approval shall be made to the NHBRC in writing and shall provide sufficient reasons and information to allow the NHBRC to make an informed decision. The NHBRC reserves the right to accept or reject any such request for approval at its sole discretion. RFP.: NHBRC 1115/2014 Page 3

4 8. The NHBRC and its advisors may rely on a Bid as being accurate and comprehensive in relation to the proposals provided therein by the Bidders. 9. All bids information submitted to NHBRC will become the property of the NBHRC and will as such not be returned to the bidder. The NHBRC will make all reasonable efforts to maintain proposals in confidence. Proprietary information should be identified as such in each proposal. 10. RFP shall be considered irregular if they show any omissions, alteration of form, additions, or conditions not called for, or irregularities of any kind. However, the NHBRC reserves the right to waive any irregularities and to make award in the best interest of the company. 11. The NHBRC reserves the right to appoint one or more service providers. 12. RFP s shall be rejected, among other reasons, for any of the following: RFP s received after the closing date and time as specified. Collusion among bidders and upon detecting that the B-BBEEE status level of contribution has been claimed or obtained in a fraudulent manner. Incomplete work that in the judgment of the company shall prevent or hinder the prompt completion of additional work, if awarded. All Bids must be formulated and submitted in accordance with the requirements of this RFP. RFP.: NHBRC 1115/2014 Page 4

5 PART A NHBRC BACKGROUND 1. ABOUT NHBRC 1.1. Mandate of the NHBRC in terms of the Housing Consumers Protection Measures Act The National Home Builders Registration Council (NHBRC) has a mandate through the Housing Consumer Protection Measures Act (Act No. 95 of 1998) providing warranty protection against defects in new homes. The Act state that the objects of the Council are, inter alia: 3(b) 3(d) 3(e) to regulate the home building industry ; to establish and promote ethical and technical standards in the home building industry ; and to improve structural quality in the interests of housing consumers and the home building industry ; The Council is furthermore empowered by the Act: 5(5)(a) 5(5)(b) 5(5)(c) 5(h) to engage in undertakings to promote improved structural quality of homes constructed in the Republic; to engage in undertakings to improve ethical and technical standards in the home building industry; to keep a record of competent persons ; and to generally do all things necessary or expedient to achieve its objects and the objectives of this Act. 2. RISK MANAGEMENT BY THE NHBRC The NHBRC's primary mandate is to manage the risk of structural defects in the home building industry and in so doing, protect the consumer. A prime activity of the NHBRC is to manage its risk exposure in terms of the warranty scheme, in order to ensure that it is not unduly exposed to claims. The current risk management tools being used by the Council include the Registration of Home Builders, enrolment and inspection of homes, the Home Building Manual which incorporates design and construction rules and the appointment of competent persons by the Home Builder to perform certain tasks. RFP.: NHBRC 1115/2014 Page 5

6 3. BUSINESS OVERVIEW The National Home Builders Registration Council is a statutory body with the responsibility to provide warranty cover (protection) and regulatory services to the home-building industry. This is done in terms of the Housing Consumers Protection Measures Act (No 95 of 1998). It is the NHBRC s mandate to provide protection to housing consumers against defined defects and to regulate the home building industry. Our mandate determines our scope of business as well as the principles and area of business in which we operate. As a consequence our business is focused on specific business models in defined geographical areas with specific business objectives for all South African Housing Consumers. The NHBRC is a medium sized organization with a staff complement of 420 employees. The NHBRC s Head Office is located in Sunninghill, Gauteng with 10 (Ten) regional offices of varying size, and 12 (twelve) satellite offices. RFP.: NHBRC 1115/2014 Page 6

7 NHBRC Office locations and number of user connection points No. OFFICE 1 Head Office ( Sunninghill) 2 DR site (at Pretoria regional office) 3 KwaZulu Natal(Durban) Regional 4 Western Cape (Cape Town) Regional 5 Eastern Cape (Port Elizabeth) Regional 6 North West (Rustenburg) Regional 7 Limpopo (Pietersburg) Regional 8 Mpumalanga (Nelspruit) Regional 9 Gauteng (Sunninghill) Regional 10 Pretoria (Pretoria) Regional 11 Free State (Bloemfontein) Regional 12 Shelly Beach 13 New Castle 14 East London 15 George 16 Northern Cape (Kimberly) 17 Klerksdorp 18 Tzaneen 19 BelaBela 20 Witbank 21 Bethlehem 22 Mafikeng 23 Eric Molobi (Shoshanguve) RFP.: NHBRC 1115/2014 Page 7

8 PART B TECHINICAL INFORMATION TO BE SUBMITTED BY SERVICE PROVIDERS INTRODUCTION The National Home Builders Registration Council seeks to appoint a panel of service providers for the provision of inspectorate services. BACKGROUND The National Home Builders Registration Council herein referred to as NHBRC is a statutory body established in terms of the Housing Consumer Protection Measures Act (HCPMA) 1998 (Act 95 of 1998). It is mandated to provide protection to housing consumer against defined defects and regulate the home building industry. The government granted the National Home Builder Registration Council exclusive rights to offer housing consumers a five year standard home warranty against major structural defects throughout the Republic of South Africa. The NHBRC is in the business of registering homebuilders on its database and enroll new homes in order to provide protection against structural defects in term of housing consumer protection measures Act, 1998 (Act No: 95 of 1998)(the Act). OBJECTIVE The National Home Builders Registration Council herein referred to as NHBRC is a statutory body established in terms of the Housing Consumer Protection Measures Act (HCPMA) 1998 (Act 95 of 1998). It is mandated to provide protection to housing consumer against defined defects and regulate the home building industry. The government granted the National Home Builder Registration Council exclusive rights to offer housing consumers a five year standard home warranty against major structural defects throughout the Republic of South Africa. The NHBRC is in the business of registering homebuilders on its database and enroll new homes in order to provide protection against structural defects in term of housing consumer protection measures Act, 1998 (Act No: 95 of 1998)(the Act). RFP.: NHBRC 1115/2014 Page 8

9 1. PURPOSE The purpose of this programme is to (i) conduct forensic engineering assessment on the houses identified as having defects and or identified as not fit for purposes (ii) conduct geotechnical investigations (iii) design foundations or any other structural component of affected subsidy projects, (iv) prescribe required remedial specification of the affected housing unit(s), and (iv) estimates cost of rectification. 1.1 Problem Statement NHBRC and Department of Human Settlement have conducted a visual audit of all subsidy houses that were built between 1994 and 2010 in the Republic of South Africa, and have identified that a number of these houses are: Unfit for habitation which means those houses that have significant damage and are classified in the Home Building Manual as Category 3 to 5; Defective which means that those houses have major damage to the superstructure and are classified in the Home Building Manual as category 0 to 2; Have problematic municipal services where there is an inappropriate infrastructural designs resulting in compromised structural integrity; Have substandard materials that were used during construction; Houses that were vandalized after completion but before occupation by the rightful subsidy beneficiary; and Inadequate geotechnical reports, resulting in inappropriate foundation solutions. 2. SCOPE OF SERVICES Scope of work will constitute conducting forensic engineering assessments on all the houses which have been audited and identified by NHBRC in the Republic of South Africa. The work will be carried out as detailed in the process flow diagram in Figure 1 below for each project. Starting from the project inception phase whereby compilation of as built data in a form of documents, as built drawings, site location, site visit and consultation with projects key stakeholders on site (Councillors, NHBRC, Department of Human Settlement) and formulation of investigation plan and project team for NHBRC s approval. Second phase of project will be field work execution by the approved team using approved investigation plan. This phase will constitute forensic engineering assessment of individual housing units which will be conducted as follows: Visit the location of each identified individual housing unit; RFP.: NHBRC 1115/2014 Page 9

10 Identify and physically assess the structural defects and non-compliances; Investigate the structural integrity and quality of foundation, wall plate, roof, finishes and sanitation; Recommend cost effective solution to all identified defects; Assess the quality of materials and products used by sampling and testing using accredited laboratories or lab approved by NHBRC; Perform geotechnical investigations using accredited labs or labs approved by NHBRC; Assess the conditions of the infrastructural services, where it is deemed that quality of the services may affect the integrity of the top structures; Produce specifications and cost estimates (Bill of Quantities) for the necessary remedial works; and Compile draft report with cost effective rectification methods and submit to NHBRC before proceeding to the next phase. The final phase will be processing and reporting phase which constitute final reporting of each individual housing unit and overall project final report accompanied by photographic album of each house, identified defects and proposed rectification specification. Proposed technical specification for all housing units requiring remedial works and all specifications are to conform to the NHBRC technical requirements and building standards and regulations and appropriate drawings. 3. FEE STRUCTURE Qualifying service providers will be appointed on an ad-hoc basis as the need arises for a specific period. The NHBRC will pay the following fixed rates per allocation. The fixed rate of inspection will be increased annually based on the approved national consumer price index (CPI).The service provider will be paid on a fixed fee, depending on the Instruction to perform work (IPW) as follows: 5.1. Top structure - R per unit 5.2. Geotechnical investigation - R per unit 5.3. Infrastructure Physical assessment of existing infrastructure - R per unit Civil infrastructure design (where appropriate) - R per unit 5.4. Occupancy status audit (where appropriate) - R per unit 5.5. Materials testing - R 2, per sample 5.6 Infrastructure Assessment Design - R per unit 5.7 Occupancy Status - R per unit RFP.: NHBRC 1115/2014 Page 10

11 All fees are inclusive of VAT and include travelling costs, disbursements, etc. Rates per Project will be payable per completed stage of delivery. 4. DURATION OF THE PANEL The panel of Special Forensic Engineering Service Providers will be valid for a period of six (6) months from date of appointment. The duration per project will be indicated on the Instruction to perform work (IPW). RFP.: NHBRC 1115/2014 Page 11

12 PROCESS DETAILED PROCESS FLOW CRITICAL MILESTONES INCEPTION Briefing, Familiarization & Planning Provincial Dept of Human Settlements NHBRC Preparation and confirmation of appointments of service providers. NHBRC Consulting Engineers Provincial Dept of Human Settlements Collection of background information and documents NHBRC Consulting Engineers Provincial Dept of Human Settlements Detailed Project Information Initial reconnaissance site visit and consultation with councilors Formation of investigation plan and project team Project Team FIELD WORK Site Investigation, field testing and sample collection Lab Testing PROCESSING & REPORTING Analysis of data & testing synthesis of information Revision of failure hypotheses and conclusions Compilation of Final Report & Individual Unit Reports Draft Report Final Report REMEDIAL WORKS Commence remedial works process NO Check compliance to National Building Regulations Interim Progress Report CERTIFICATION & ENROLMENT YES Certification and NHBRC enrolment certificate issued Compile Project Close Out Report NHBRC 5 year Structural Warranty Completion Certificates & NHBRC Enrolment Certificates Project Close Out Report Figure 1: Forensic Engineering assessment process flow diagram 5. LOCATION Consultants will be allocated Eastern Cape Province in the Republic of South Africa. Some projects are located in the rural areas and remote areas. NHBRC is not in a position to provide details of the exact location of projects at this stage. Professional Service Providers have no choice in the selection of projects they need to audit. RFP.: NHBRC 1115/2014 Page 12

13 6. PROVISIONAL PROJECT SCHEDULE Professional Service providers should have the capacity and capability to complete and able to hand-over a final report for 1000 every second month. 7. EXPERTISE AND EXPERIENCE OF KEY PERSONNEL The successful service providers will require the following expertise, qualifications and experience to successfully deliver the Forensic Assessment Engineering services: As the work required in terms of this tender is considered to be of a technically complex nature, requiring considerable expertise, it is essential that suitably qualified and experienced personnel be assigned to this project. The personnel must currently be registered as professionals with the Engineering Council of South Africa (ECSA); Engineering Geologists/Geo-Technical Engineer registered with a relevant professional body, the South African Council of Natural Scientific Professions (SACNASP); South African Council of Quantity Surveying Profession (SACQSP) and registration with the South African Council for Project and Construction Management Professions (SACPCMP). Besides the minimum requirements specified in the eligibility criteria, it would be extremely advantageous if the key personnel can demonstrate recent experience related to specific aspects of this project. Aside from submitting a general CV for each of the key personnel tenderers must submit a statement for each of the key personnel which highlights any particular fields of specialization and experience that is relevant to this particular project. These statements must be appended to the tender. All key personnel as indicated in above must have at least a minimum of three (3) years experience in line with the line requirement. Each member of the project team must have three (3) years minimum experience subsequent to obtaining their qualification in the designated field of expertise. 8. ALLOCATION OF RESOURCES Service providers must indicate what resources (human and otherwise) that they have available and intend allocating to this project, and on what basis (that is, for what aspect of the work, and whether full or part time), if successful. This will include the key personnel, plus others (for example, a tender documentation specialist, site monitoring staff). Other resources, for example, would be the type of software package intended for use on this project, whether or not it is owned or licensed to the tenderer, or whether it is available through some other means. An intended resource allocation schedule must be appended to this submission. Tenderers should note that, during the course of any contract arising from this tender, any of the personnel listed at tender stage may only be replaced with personnel of similar qualification and experience, subject to the approval of the employer. RFP.: NHBRC 1115/2014 Page 13

14 9. TRACK RECORD Tenderers must submit a complete, which lists all relevant projects that have been successfully completed in the past five years, or that are underway at present and at least five references signed off by the accounting officer or his/her delegated. Note: Where the entity tendering is a joint venture a score for track record will be awarded to each party to the joint venture, which will then be combined in proportion to the percentage contribution of each party to the joint venture. RFP.: NHBRC 1115/2014 Page 14

15 PART C EVALUATION PROCESS In accordance with the NHBRC Supply Chain Management Policy, the tender evaluation process shall be carried out in two stages namely: Stage 1 : Compliance check of Mandatory Documents Stage 2 : Functionality in terms of the set technical evaluation criteria 1. Stage 1 : Compliance check of Mandatory Documents The bidder documents will be assessed at this stage of the process to establish compliance with the standard conditions of the tender as described under Terms and Conditions and under the heading 1.1 Mandatory Requirements below. The bidder must indicate compliance with the mandatory requirements by ticking under Comply or Not Comply and should the bidder not indicate or does Not Comply the bidder will be disqualified from the evaluation process. Document proof of specific mandatory requirements must be attached to the relevant form failure which will result in the disqualification of the bid from the process. RFP.: NHBRC 1115/2014 Page 15

16 1.1 MANDATORY REQUIREMENTS Mandatory Comply Not Comply The service provider must provide a proposal and must attach it to Form 1 : Proposal Comments: Mandatory Comply Not Comply The service provider must provide a Curriculum Vitae and attach it to Form 2 : Curriculum Vitae Comments: Mandatory Comply Not Comply The service provider must provide a proof of qualification and accreditation to Form 3 : Relevant Qualifications Comments: Mandatory Comply Not Comply Each bidder is required to ensure that both Form 4 and Form 5 are populated by two previous clients. Comments: RFP.: NHBRC 1115/2014 Page 16

17 2. Stage 2 : Functionality Functionality of the bids will be evaluated according to the predetermined evaluation criteria set out below. During this phase bidders will be evaluated for functionality based on achieving a minimum qualifying score of 70 percent or the specified minimum qualifying scores for the criteria as set out on the table below, those bidders who fail to meet the minimum qualifying score (threshold) for functionality will be disqualified from the process. Bidders will not rate themselves, but need to ensure that all information is supplied as required. The Bid Evaluation Committee (BEC) will evaluate functionality and score all the bids that have met all the requirements as set out on Stage 1 Compliance check of Mandatory Documents in this document. The panel members will individually evaluate the compliant bids received for functionality against the following criteria as set out below: The service provider must provide a proposal (attach to Form 2) with the following headings: Evaluation Criteria Weight a) Key Personnel 35 b) Approach and Methodology 20 c) Availability / Allocation of Resources 20 d) Related Experience 15 e) Reference Questionnaires 10 Total Score 100 Minimum Qualifying Score (Threshold) 70 Table 1: Evaluation Criteria Each panel member will rate this sub criterion on the score sheet using the following scale: Value Description 5 Excellent Meets and exceeds NHBRC functionality requirements 4 Very Good Above average compliance to requirements 3 Good Satisfactory and should be adequate for stated element 2 Average Below average compliance to requirements 1 Poor Unacceptable, does not meet criteria RFP.: NHBRC 1115/2014 Page 17

18 Reference questionnaire (10 Points) Each bidder is required to ensure that both Form 4 and Form 5 are populated by two previous clients for the projects mentioned in sub section d) Related experience and must have the relevant clients company stamp display on it. The points for the panel members as well as for the reference questionnaire will be added and expressed as a fraction of the best possible score for each particular criterion as set out in Table 2 : Evaluation Criteria RFP.: NHBRC 1115/2014 Page 18

19 Form 1: Proposal RFP.: NHBRC 1115/2014 Page 19

20 Form 2 : Curriculum Vitae. RFP.: NHBRC 1115/2014 Page 20

21 Form 3 : Relevant Qualifications RFP.: NHBRC 1115/2014 Page 21

22 Form 4 : NHBRC Reference Questionnaire Client Company Name: Contact Person: Designation of Contact Person: Contact Number: Address: Nature of Contract: Kindly furbish your company stamp in the space provided below or the reference will not be considered: The National Homebuilders Registration Counsel herein referred to as NHBRC is a statutory body established in terms of the Housing Consumer Protection Measures Act 1998 (Act 95 of 1998). It is mandated to provide protection to housing consumer against defined defects and regulate the home building industry. The NHBRC invited suitably qualified Service Providers to submit proposals for the establishment of a panel of service providers for the provision of Forensic Engineering Assessment Services. The NHBRC would like to do a reference check in line with the technical evaluation requirements of the tender and request your assistance in helping us in making rating the different focal areas as prescribed below. There are 5 questions that are set up survey style and should take approximately 10 min of your time. Kindly select one option as these points will be added and expressed as a fraction of the best possible score for a particular criterion. RFP.: NHBRC 1115/2014 Page 22

23 This information will be treated as confidential. NHBRC thanks you for taking time to respond to this questionnaire. RFP.: NHBRC 1115/2014 Page 23

24 On a scale of 1 to 5 how do you rate this company (bidder) on the following areas? 1. Professionalism 1. Below Average 2. Average 3. Good 4. Very Good Comments: 2. Responsiveness 1. Below Average 2. Average 3. Good 4. Very Good Comments: 3. Flexibility 1. Below Average 2. Average 3. Good 4. Very Good Comments: 4. Overall satisfaction 1. Below Average 2. Average 3. Good 4. Very Good Comments: 5. How likely are you to employ services of the same company in future? 1. Unlikely 2. Possible 3. Likely 4. Highly Likely Comments: RFP.: NHBRC 1115/2014 Page 24

25 Form 5 : NHBRC Reference Questionnaire Client Company Name: Contact Person: Designation of Contact Person: Contact Number: Address: Nature of Contract: Kindly furbish your company stamp in the space provided below or the response will not be considered: The National Homebuilders Registration Counsel herein referred to as NHBRC is a statutory body established in terms of the Housing Consumer Protection Measures Act 1998 (Act 95 of 1998). It is mandated to provide protection to housing consumer against defined defects and regulate the home building industry. The NHBRC invited suitably qualified Service Providers to submit proposals for the establishment of a panel of service providers for the provision of Forensic Engineering Assessment Services. The NHBRC would like to do a reference check in line with the technical evaluation requirements of the tender and request your assistance in helping us in making rating the different focal areas as prescribed below. There are 5 questions that are set up survey style and should take approximately 10 min of your time. Kindly select one option as these points will be added and expressed as a fraction of the best possible score for a particular criterion. This information will be treated as confidential. NHBRC thanks you for taking time to respond to this questionnaire. RFP.: NHBRC 1115/2014 Page 25

26 On a scale of 1 to 5 how do you rate this company (bidder) on the following areas? 1. Professionalism 1. Below Average 2. Average 3. Good 4. Very Good Comments: 2. Responsiveness 1. Below Average 2. Average 3. Good 4. Very Good Comments: 3. Flexibility 1. Below Average 2. Average 3. Good 4. Very Good Comments: 4. Overall satisfaction 1. Below Average 2. Average 3. Good 4. Very Good Comments: 5. How likely are you to employ services of the same company in future? 1. Unlikely 2. Possible 3. Likely 4. Highly Likely Comments: RFP.: NHBRC 1115/2014 Page 26

27 PART D RFP SUBMISSION INSTRUCTIONS 1. Availability of the RFP Document Bid documents will be available from the NHBRC East London Regional Offices from the 30 May 2014, from 9H00 to 16H00 (Monday to Friday) at the following platforms: Province Physical Address & Contact Number East London Regional Office, 8 Princess Road, (Eastern Cape Province) Vincent, East London Tel: (043) Website Address kabeloph@nhbrc.org.za or mncedim@nhbrc.org.za 2. Compulsory Briefing Session 2.1 The compulsory briefing sessions will be held on Thursday, 05 th June 2014 at the following address.: Province Physical Address & Contact Number East London Regional Office, 8 Princess Road, (Eastern Cape Province) Vincent, East London Tel: (043) Bidders who have not attended the compulsory briefing session will be disqualified. 3. RFP Closing Date 3.1 All Bid documents must be deposited into the Bid box situated at the NHBRC Head Office, on or before 30 th June 2014, at 11H00 at the following address: Province Physical Address & Contact Number East London Regional Office, 8 Princess Road, (Eastern Cape Province) Vincent, East London Tel: (043) RFP.: NHBRC 1115/2014 Page 27

28 No late proposals will be accepted 3.2. Bid documents should be marked for Attention: Supply Chain Manager, and deposited into the Bid boxes at the NHBRC Regional Offices, 8 Princess Road, Vincent, East London, No ed or faxed Bids will be accepted. The Bid document should be supplied in a sealed envelope and clearly marked with the Bid number and the full name of the service provider. 4. Enquiries should be directed to: Mr. Mncedi Mabona - Tel. (011) , mncedim@nhbrc.org.za Ms.Kabelo Phalane - Tel. (011) , khabeloph@nhbrc.org.za 5. Number of bid envelopes/files to be deposited: Submission of bid envelopes/files MUST include ONE (1) Original Copy of the submission and FOUR (4) copies of the submission. A total of FIVE (5) envelopes/files per bidder. RFP.: NHBRC 1115/2014 Page 28

29 PART E ADDENDUMS TO THE RFP The following documents as listed will be made available with the distribution of the RFP. DOCUMENTS TO BE SUBMITTED No. Please note; the items marked with an (X) are mandatory requirements and failure to meet the requirements will result in your bid being disqualified. 1. Original and valid B-BBEE Status Level or certified copy 2. X SBD1 (Invitation to bid) (Make sure it is signed and thoroughly completed) 3. X SBD2 (Tax Clearance Certificate) Certificate must be original and valid 4. SBD 3.1 or SBD 3.2 (Pricing schedule) If not filed please refer to Annexure or Addendum in your submission where price is mentioned 5. SBD 3.3 (Pricing schedule) If not filed please refer to Annexure or Addendum in your submission where price is mentioned 6. X SBD 4 (Declaration of interest) (Make sure it is signed) and thoroughly completed) 7. SBD 6.1 (Preference claim form) Must be signed regardless if points are claimed or not. (Make sure it is signed and thoroughly completed) 8. SBD 6.3 (Promotion of small business) (Make sure it is signed and thoroughly completed ) 9. X SBD 8 (Declaration of Bidder s past supply chain management practices) (Make sure it is signed and thoroughly completed) 10. X SBD 9 (Certificate of independent bid determination Make sure it is signed and thoroughly completed ) 11. General Conditions of the contract (GCC) 12. X Other documents as mentioned in the bid terms of reference. Yes/No RFP.: NHBRC 1115/2014 Page 29