TENDER NUMBER: PH. NO. 09.04.2018 INSPECTION AND MAINTENANCE OF THE SECURITY FENCE FOR THE HOMEOWNERS ASSOCIATION OF PINEHAVEN COUNTRY ESTATE Contact Person: Beverley Venter Contact Number: (011) 662-1709 NAME OF TENDERED: TOTAL BID PRICE (INCL. VAT): Refer to Pricing Schedule of Page 14 Page 1
TENDER DETAILS TENDER NUMBER: PH. NO. 09.04.2018 TENDER TITLE: INSPECTION AND MAINTENANCE OF THE SECURITY FENCE CLOSING DATE: 20 April 2018 CLOSING TIME: 12:00 DELIVER ADDRESS: N14 / Hugo Street, Pinehaven Country Estate, Krugersdorp TENDERER DETAILS NAME OF TENDERER: PHYSICAL ADDRESS: POSTAL ADDRESS: CONTACT PERSON: EMAIL ADDRESS: CONTACT NUMBER: REGISTRATION NUMBER: TENDER AMOUNT (INCLUDING VAT): DATE: SIGNATURE OF TENDERED: PLEASE NOTE: a) Tenders must be hand delivered at the Estate Manager s office at Pinehaven Country Estate between 08:00 and 14:00 weekdays. b) Mailed or faxed tenders will not be accepted. ENQUIRIES TO BE DIRECTED TO: CONTACT PERSON: Beverley Venter CONTACT NUMBER: (011) 662-1709 EMAIL ADDRESS: admin@pinehavenestate.co.za Page 2
CONTENTS PAGE PART A - ADMINISTRATION REQUIREMENTS 1. GENERAL CONDITIONS OF TENDER 5 2. DECLARATION OF INTEREST 7 3. DECLARATION BY TENDERER 9 PART B - SPECIFICATION AND PRICING SCHEDULE 4. SPECIFICATIONS 11 5. PRICING SCHEDULE 14 Page 3
PART A ADMINISTRATION REQUIREMENTS Page 4
GENERAL CONDITIONS OF TENDER 1. For the purposes of these instructions, the expression Contractor means the person, firm or company to whom an invitation to supply an offer by way of tender has been made by the Homeowners Association of Pinehaven Country Estate (herein after referred to as the Estate). 2. The Contractor shall make themselves fully conversant with the Estate s requirements by reading and being aware of all documents enclosed with Estate s invitation to tender, and visiting and inspecting the sites of the examples set out in the Pricing Schedule. The Contractor is required to raise any issues on which they require clarification prior to submission of their tender as no claims arising from their failure to do so will be entertained by the Estate. 3. Sealed tenders, with the Tender Number and Title clearly endorsed on the envelope, must be hand delivered to the Estate Manager, Pinehaven Country Estate, Mogaly City. Please note: Mailed or faxed tenders will not be accepted. All bids submitted and not clearly marked as above may be disqualified. All bids must be submitted in writing on the official forms supplied. (not to be re-typed) All prices shall be quoted in South African currency and be inclusive of VAT. 4. Any Tender received after the appointed time for the closing of Tenders shall not be considered but shall be filed unopened with the other Tenders received or may be returned to the Tenderer. 5. The Estate shall be entitled to determine the Contractor s employment under the contract and to recover the amount of any loss resulting from such determination if the Contractor shall have offered or given or agreed to give to any person any gift or consideration of any kind as an inducement or reward for doing so, forbearing to do so, or for having done or forborne to do any action in relation to the obtaining of execution of the contract with the Estate or any other contract with the Estate, or for showing or forbearing to show favour or disfavour to any person in relation to the contract or any other contract with the Estate, or the like acts shall have been done by any person employed by the Contractor or acting on their behalf (whether with or without our knowledge) or if in relation to the contract or any other contract with the Estate we or any person employed by the Contractor or acting on their behalf shall have committed any offence under the Prevention of Corruption Acts. 6. Each task contracted under the terms of this framework contract will be the subject of an official written order provided by the Estate s supervising officer. 7. The Estate will write to all tenderers at the conclusion of our tender selection process advising of our decision and its rationale. Should you require it and if you notify us of this requirement within 2 working days of our decision notification we will give an additional debriefing during a 10-day standstill period prior to contract award. 8. The Contractor must provide the Estate with a tax invoice. No payments will be made without a valid tax invoice. Page 5
9. The Contractor must forward their invoices to admin@pinehavenestate.co.za. Tax invoice to be made out to: Homeowners Association of Pinehaven Country Estate N14 / Hugo Street Pinehaven Country Estate Krugersdorp 1739 10. Payments will be made 14 days after invoice date following monthly contractual work completed. 11. Tax invoices are to comply with the requirements as contained in the Value Added Tax Act, Act 89 of 1991. The content of the invoice must contain sufficient information for audit purposes. 12. The VAT registration number of the Estate is 4460227897. Page 6
DECLARATION OF INTEREST 1. No bid will be accepted from a person in the service of the Estate, which includes a director on the board of the Homeowners Association of Pinehaven Country Estate. 2. Any person, having a kinship with persons in the service of the Estate, including a blood relationship, may make an offer or offers in terms of this invitation to bid. In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons connected with or related to persons in service of the Estate, it is required that the bidder or their authorised representative declare their position in relation to the evaluating/adjudicating authority and/or take an oath declaring his/her interest. 3. In order to give effect to the above, the following questionnaire must be completed and submitted with the bid: 3.1. Full name of bidder or his or her representative 3.2. Identity Number 3.3. Position occupied in the Company 3.4. Company Registration Number 3.5. Tax Reference Number 3.6. VAT Registration Number 3.7. Are you presently in the service of the Estate and or a director of the board? 3.7.1. If so, furnish particulars: YES NO 3.8. Do you have any relationship (family, friend or other) with persons in the service of the Estate and who may be involved with the evaluation and or adjudication of this bid? 3.8.1. If so, furnish particulars: YES NO Page 7
4. DECLARATION: I, the undersigned (name), certify that the information furnished in paragraph 3 above is correct. I accept that the Estate may act against me should this information prove to be false. SIGNATURE DATE NAME OF SIGNATORY POSITION NAME OF COMPANY Page 8
DECLARATION BY TENDERER I/WE having read the Conditions of Contract (and the amendments and additions thereto prescribed in the Specification) the Specification and Invitation to Tender Documents delivered to me/us (hereinafter referred to as "the said Documents") do HEREBY OFFER to undertake the Works specified for the sums outlined in the pricing schedule which are inclusive of all expenses and disbursements we may incur in respect of the Works. The prices detailed in the pricing schedule are fixed for the term of the contract. Under the terms of this contract we understand that Pinehaven Country Estate will seek fixed price quotations for specific tasks during the term of this contract. We undertake to enter into a contract to be prepared by Pinehaven Country Estate's Head of Legal Services (substantially in the form supplied with Pinehaven Country Estate s invitation to tender) within 14 days of being requested so to do. We understand you are not bound to accept the lowest or any offer you may receive in respect of the Works, and you will not pay any expenses incurred by us in connection with the preparation and submission of this offer. We also understand that you are not bound to extend the contract period. SIGNATURE DATE NAME OF SIGNATORY POSITION Page 9
PART B SPECIFICATIONS AND PRICING Page 10
SPECIFICATIONS 1. DURATION 1.1. Commencement date will be effective from 1 May 2018. 1.2. Notwithstanding the date of signature, this agreement shall commence upon signing of contract for a period of 1 (one) year, unless terminated by either party by giving 1 (one) months' notice in writing to the other party. 1.3. Thereafter the agreement shall not continue indefinitely but, it may be extended by agreement between the parties, subject to consensus on any price increases, amendments to service standards, or any other matters the parties deem appropriate. 2. SERVICES (TO BE READ TOGETHER WITH SCHEDULED MAINTENANCE - ELECTRIFIED FENCE) 2.1. The Contractor shall provide the services on the basis of a Scheduled maintenance plan, approved by the Pinehaven Security Director, whereby the Electrified Fence will be checked, serviced, and the Client be informed if the fence or any part thereof has reached a critical breakdown point or the Contractor is of the opinion that some of equipment needs to be replaced. This will include bobbins, tensioners and poles etc. Maintenance to be conducted according to the requirements of SANS 10222. 2.2. Scheduled maintenance will be done on a bi-weekly basis and the technician will attend to site bi-weekly and the monthly fee, will include to an average of two (2) call outs per month and there after the call outs will be charged as per the laid out priority levels referred to in paragraph 8. Full inspection/maintenance reports must be submitted to Pinehaven Security Director on a bi-weekly basis and Job card must be signed by a Pinehaven representative. 2.3. The Contractor shall provide the necessary Stinger Accreditation Certificate and Staff Competency documents to work on Stinger Equipment. 3. SCHEDULED MAINTENANCE ON ELECTRIC FENCE 3.1. Check whether the customer has experienced any problems with the system. 3.2. Carry out a visual inspection of all major components (including cabling and connection where accessible) for signs of deterioration or damage. 3.3. Examine the fence wires for signs of corrosion and damage. 3.4. Check operation of the energizers and make sure output voltages are as per specification. 3.5. Check bobbins and tensioners. 3.6. Check ferrules and all other connections that may cause volt drops. 3.7. Check power supplies where applicable. 4. EMERGENCY SERVICES Where appropriate, the Client shall be kept informed of the address and telephone numbers of the Contractor's 24 hour emergency service facilities. Page 11
5. TIMES DURING WHICH SERVICE WILL BE PROVIDED 5.1. The maintenance services will be provided during the Contractor's normal business hours namely between 08h00am and 16h30pm on weekdays excluding public holidays. 5.2. The Contractor undertakes to make available, within a reasonable time period from receiving the call, a technician to attend to the fault. Calls received after 12:00 in the afternoon will only be dealt with the following business day depending on the risk level. 6. SPARE PARTS AND LOAN STOCK 6.1. The Client shall bear the costs of any spare parts necessary to repair faulty equipment. 6.2. All faulty equipment will be quoted for on a cost plus basis. 6.3. It is recommended by the Contractor that the Client keep the necessary equipment in stock on site for emergency breakdowns. 7. LIMIITS OF SERVICE The service performed by the Contractor shall not cover or extend to: 7.1. Any defect or fault cause by removal or misuse, negligence or otherwise than in the course of proper normal use and operation of the equipment as recommended by the manufacturer. 7.2. Equipment damage or loss due to electrical interface, fire, lightning, theft or any other Act of God or any other circumstances beyond the reasonable control of the Contractor. 8. PRIORITY LEVELS Response Level Response Type Scenario Response Priority 1 Critical Call out First Hour System failure or safety hazard that effects the working environment of the Client or its employees. Priority 2- Urgent Call out First Hour System failure that significantly effects the working environment of the Client or its employees. Priority 3 Normal Failures that create minor issues for the perimeter or the environment. Priority 4 Low Miscellaneous changes to requests the chance or upgrade of the existing perimeter fence. Response within 6 hours, work until resolution complete Same day response, resolution dependent upon conditions Response within 48 hours. Response and resolution variable based on available resources. 9. OBLIGATIONS OF THE CLIENT The Client shall: 9.1. Provide a suitable installation environment (Including adequate protection / clean power) for the equipment in accordance with the requirements prescribed by the manufacturer and the supplier / installer of the equipment. Page 12
9.2. Use the equipment strictly in accordance with the manufacturer s instructions and shall not make any attachments to the equipment except those approved by the manufacturer. 9.3. Permit the Contractor and its employees, full and free access to the equipment, to provide maintenance to the equipment. 9.4. Not provide permit for the any other maintenance person to perform maintenance on the equipment without to prior written consent from the Contractor. 9.5. Test the fence on a regular bases. 9.6. Notify the on Contractor of any faults. 10. EXCLUSIONS 10.1. Repairs, replacement of parts or service time, resulting directly or indirectly from failure by the Client to comply the provisions. 10.2. The installation of accessories or attachments to the equipment. Page 13
PRICING SCHEDULE PRICING SCHEDULE The figures quoted below must be the total fixed price, including VAT for the works concerned. NO. A B DESCRIPTION MONTHLY MAINTENANCE FEE (Including two call outs per month) CALL OUT FEE (For call outs not covered under maintenance contract) TOTAL R Page 14