UNIVERSITY OF PRETORIA DEPARTMENT OF FACILITIES MANAGEMENT REQUEST FOR PROPOSAL (TENDER NO. 2017/088) The University of Pretoria is initiating a process for the selection of Contractors to provide all management, system, labour, materials complete and necessary to successfully operate a restaurant/ coffee outlet of a very high quality and standard, which must complement the New Arts Centre It is envisaged that the restaurant be a destination dining experience attracting clientele from the surrounding area for breakfast, lunch and dinner. The outlet should also cater for day visitors and a suitable menu should be made available to cater for the non-sit down clientele. The facility will be opened and accessible to the public. There will be onsite public parking. A contract for the facility will be created as a result of this Request for proposal (RFP) for the newly established Art Centre in Hatfield. Mandatory Requirements: A) Proposers financial Condition The contractor must have a record of professional quality work and be financially sound B) Proposal Format: Executive Summary: In a single page, summarize overall service performance and how the Proposer s organisation and its proposed solution can best met the current and future needs of the Campus, include a discussion of the advantages and disadvantages you would bring to the Campus if you were successful. Company Information: 1) The complete legal business name, address, telephone numbers, name(s) of officer(s) authorized to legally bind the company 2) A detailed listing of the company s resources including personnel available to implement the your proposal 3) A detailed description of the company s corporate or other organisational structure and a copy of your most recent annual report 4) A chronological history of the operation of the company during the past five (5) years. C) Proposal: Describe in detail how the Contractor will address the need at the newly established Arts Centre. All proposals must include the following information and documents with the proposal: 1) The pricing of goods and services will be competitive as those food establishments in the surrounding neighbourhood and within reason for the student market. 2) Explain in detail your operation plan, including but not limited to: Days and hours of service Complete proposal pricing breakdown sheets including menu prices and portions that reflect customer value. Menus that reflect creativity, quality and interest Provide information for the typical menu for service line meals and menu cycles, if applicable, and how often it changes throughout the year Recognise the preference of many people for low fat, high fibre, vegetarian, halaal foods; specify how this will be addressed.
Submit a sample catering menu, (if applicable) 3) Describe the sanitation processes of food handling in order to comply with regulations. Also describe your training program to reinforce these standards. 4) Describe your customer satisfaction survey program: how you solicit customer comments and complaints and how you initiate action to respond to these. Include copies of the form used. 5) Describe your intentions regarding the use of student employment. 6) Describe the measures to be undertaken regarding safeguarding facilities and food products 7) Provide a stimulating and welcoming atmosphere for the students and other stakeholders 8) Provide an artistic impression of the coffee / restaurant outlet giving detail on the quality of the finishes including the look & feel of the facility as well as the proposed name. Oral Presentation: The University will shortlist one or more Proposers to make an oral presentation to the Selection Committee. Site Visits The Selection Committee may elect to visit one or more sites operated by one or more Proposers to evaluate the quality and comprehension of their services D) Specifications of the Site: South Campus Arts Centre. Construction in progress - anticipated completion date July 2018. Area measuring approx. 323m² - Plans are attached. Period of contract to be determined based on the amount of capital spend by the service provider. The University will provide: BRIEFING SESSION: white box (no equipment) The drainage, floor drains, gas and extraction, ceilings (all services are included.) 23 November 2017 at 10:00, Construction Site -main parking area, South Campus, University Road Hatfield. Please wear sturdy boots (hiking boots). TENDER CLOSURE: 15 January 2018 at 12:00 Submit To: Room 3-40 in the Technical Services Building, University of Pretoria, Corner of Lynnwood Road and Roper Street, Hatfield, Pretoria No late submissions will be accepted. The University reserves the right not to award the tender. Enquiries maybe directed to: Name: Cheryl Nieuwoudt Email: Cheryl.Nieuwoudt@up.ac.za Tel nr: 012 420 2217 nr: 012 420 4765 Office nr: Room 3-88, Technical Services Building, Hatfield Campus
RFP SUBMISSION FORM Kindly provide all the information requested in the spaces provided. Failure to provide all the information will compromise the RFP and may lead to disqualification from the tender process. All information provided will be treated as strictly confidential. DETAILS OF SERVICE PROVIDER Is this a joint venture? (Mark appropriate with an X) YES NO If yes, then please complete this submission form for both entities and include all mandatory documents for both entities!!! Name Of Service Provider Trading as (if different from above) Company registration Company Income Tax no. VAT registration no. Professional Registrations Primary-Business- Service Offering ANNUAL TURNOVER (mark with an X) EME QSE Large Business FORM OF ORGANISATION Incorporated Company Sole Proprietor/Practice Other (please specify) Partnership B-BBEE STATUS (Level 1- non-compliant mark with an x) 1 2 3 4 5 6 7 8 Non- Compliant 1 Initial:
ADDRESS Postal Address Postal Code Physical Address Postal Code CONTACT DETAILS Name Contact Details Of Authorised Signatory (Attach Proxy) E-mail Name Contact Details Of The Project Manager Representing The Service Provider in this RFP E-mail Name Contact Details Of The Person responsible for Account Enquiries E-mail Service Provider Website 2 Initial:
COMPANY MANAGEMENT (List All Partners, Proprietors, Shareholders, Relevant Management of the office which will service the University) Name Surname ID Number % Owners Date Of Ownership % Voting Provide Details Of (Max 5) Major Contracts That: Aligns Closest With This Tender Was Executed In The Past Five (5) Years You can provide traceable references off Start with Most Recent/ Current Contract. Client SHORT DESCRIPTION OF WORK Duration Date Of Contract Client Contact Person E-Mail Value Of Contract(ZAR) END DATE OF CONTRACT Client Duration Date Of Contract Client Contact Person E-Mail Value Of Contract(ZAR) END DATE OF CONTRACT SHORT DESCRIPTION OF WORK Client Client Contact Person Duration Date Of Contract E-Mail Value Of Contract(ZAR) END DATE OF CONTRACT SHORT DESCRIPTION OF WORK Client SHORT DESCRIPTION OF WORK Duration Date Of Contract Client Contact Person E-Mail Value Of Contract(ZAR) END DATE OF CONTRACT 3 Initial:
Client SHORT DESCRIPTION OF WORK Duration Date Of Contract Client Contact Person E-Mail Value Of Contract(ZAR) END DATE OF CONTRACT ADDITIONAL DOCUMENTS ATTACHED HAVE YOU INCLUDED ADDITIONAL DOCUMENTATION (Tick Appropriate Block) Description Of Document No. Of Pages MANDATORY DOCUMENTS The Following Mandatory Documents Must Be Added At The End Of The Submission Document PLEASE TICK THE COLUMN ON THE RIGHT TO INDICATE DOCUMENTS SUBMITTED Proposal Document (Four(4) Copies) Completed RFP form, signed by authorized signatories Registration document of the enterprise issued by Companies & Intellectual Property Commission(CIPC) Valid SARS Tax clearance certificate VAT registration certificate Proof of bank account by means of a stamped letter from the bank or cancelled cheque Valid BBBEE Certificate from a SANAS accredited verification agency and/or completed sworn affidavit as per CIPC recommended affidavit template - www.cipc.org.za Proxy : Attach a director s resolution or proxy, authorizing the signatory on the tender documents on behalf of the Service Provider if applicable Audited Financial Statements for the two previous financial years Proof of insurance and current limits for both public liability and contractor s all risk insurance CV's of senior personnel ( managers) Company profile NB. Service Providers must ensure that all mandatory documents are clearly indicated in your submission by way of a marked tab or index/divider. All copies must be legible. Make sure all documents are valid. 4 Initial:
STATEMENT OF COMMITMENT AND DECLARATION OF INTEREST I/We the undersigned... from (Name of Service Provider)... Confirm that I/we have satisfied myself/ourselves as to the correctness and validity of my/our proposal. It is specifically recorded that, should it at any time emerge that I/We willfully or negligently gave or made any guarantee, undertaking or representation in respect of any information required and/or provided for the purposes of this tender, that is fraudulent, false or otherwise inaccurate, the University shall be entitled but not compelled to immediately terminate my/our participation in the tender process. I/We acknowledge that only reputable and recognised service providers who meet all the mandatory requirements with sufficient proof of experience and expertise in the provision of the required goods/ services will be considered in this RFP process. I have the authorisation to sign tenders and tender related documents on behalf of my company (Attached proof - director's resolution or proxy, authorising to sign this document on behalf of the company) Certify that as far as I/we know (Mark option below that is not applicable with a X): No members of our company have any direct or indirect vested interest in the UNIVERSITY OF PRETORIA. Member/s as detailed hereunder has a direct / indirect vested interest in the UNIVERSITY OF PRETORIA. Name/s and occupation of contact within the UNIVERSITY OF PRETORIA......... Any conflict of interest has been declared in writing. State that the information submitted is true and correct....... Signature Signature Print Name & Surname (below) Date:.. Print Name & Surname (below) Date:.. WITNESS :.. Signature Print Name & Surname (below) Date:. 5 Initial
Annexure 1 GENERAL TERMS AND CONDITIONS OF TENDER 1. GENERAL Unless otherwise specifically agreed in writing between the University and the supplier these tender terms and conditions form a part of each tender and contract and apply to contracts for the purchase of materials, supplies, equipment and services. 2. SUBMISSION OF TENDERS Hand delivered in a sealed envelope to: The Tender Box Room 3-40 in the Technical Services Building University of Pretoria Corner of Lynnwood Road and Roper Street Hatfield Pretoria 3. EXECUTION OF TENDER The tender form must be signed in the space provided on the form with the signature of the tenderer or the responsible official of the enterprise tendering. Hard copy submissions must be written or printed in ink and all corrections must be initialed by the person signing the tender documents. 4. PRICES AND TERMS Firm prices should be tendered and include all packing, installation, handling, shipping charges and delivery to the destination shown therein. The following must be noted when prices are determined for tenders: 4.1. VAT (where applicable) must be included in all prices. 4.2. Prices quoted must remain firm for at least 60 days from closing. 4.3. Tenderers are encouraged to allow educational discounts in the prices quoted. 4.4. Settlement discounts may be offered for prompt payment. 4.5. Claims: Claims for an increase in price due to a variation in the rates of exchange will only be considered if: it was a condition of the tender; the amount to be remitted overseas in foreign currency and the rate of exchange applied was stated in the tender; documentary proof of date of payment and the rate of exchange ruling at the time of payment is furnished; the order was satisfactorily executed within the stipulated delivery period. IF ANY GAIN IS OCCASIONED BY ANY VARIATION IN THE RATE OF EXCHANGE THIS SHOULD BE PAID FORTHWITH TO THE UNIVERSITY.
5. PAYMENT The standard terms of payment are 30 days after the first month-end statement on completion of satisfactory delivery of goods/services. Unless otherwise specified, partial payments or advance payments will not be made. 6. DELIVERY Unless actual date of delivery is specified (or if specified delivery cannot be met) mention must be made of the number of days required to effect delivery after receipt of an official University purchase order. Delivery time may be a basis for making an award. Delivery will be within the normal working hours of the University, Monday to Friday (07:30 to 16:00) unless otherwise stated. 7. ERRORS Failure to examine the specifications, delivery schedule, tender prices, extensions and all instructions will be at the tenderer s risk. The unit price will govern in the case of a mistake in extension. 8. QUALITY OF MATERIAL Unless otherwise stipulated the goods tendered, should be NEW i.e. in the unused condition, neither second-hand nor reconditioned. 9. SAFETY All manufactured items and fabricated assemblies should comply with applicable requirements of the Occupational Safety Health Act. (Act No. 85 of 1993 and any standards thereunder). 10. SECURITIES The successful tenderer, when called upon to do so, has to provide security to the satisfaction of the University for the due fulfilment of a contract or order. Such security will be in the form of a deed of suretyship furnished by an approved bank, building society, insurance or guarantee corporation carrying on business in South Africa. 11. MANUFACTURERS NAMES AND APPROVED EQUIVALENTS Any reference to manufacturers names, trade names, brand names, information and/or catalogue numbers listed in a specification are for information and not intended to limit competition. If tenders are based on equivalent products, indicate on the tender form the manufacturer s name and number. Tenderers have to submit with proposals, drawings, sketches and descriptive literature and/or complete specifications. The University reserves the right to determine acceptance of item(s) as an approved equivalent. 12. SAMPLES If samples are required, such samples must be furnished free of all charges, on or before the closing date of the tender. If tenderers desire such samples returned it will be at their own risk and cost. All requests for return of samples will be accompanied by instructions which include method of return with the tender submission. If instructions are not received the commodities will be disposed of by the University. 13. FACILITIES The University reserves the right to visit/inspect the tenderer s facilities at any time with prior notice.
14. DISQUALIFICATION OF TENDERER: More than one tender from an individual, firm, partnership, corporation or association under the same or different names will not be considered. Reasonable grounds for believing that a tenderer is involved in more than one proposal for the same work will be cause for rejection of all proposals in which such tenderers are believed to be involved. Any or all proposals will be rejected if there is reason to believe that collusion exists between tenderers. Tenders that contain prices which are obviously unbalanced, as to affect adversely the interest of the University, may be rejected. 15. CHANGE IN SCOPE: The University reserves the right to change the scope and extent of supply of the goods and/or services requested in the tender and invite the re-submission of such tender on or before the closing date, without necessitating a new tender. 16. ACCEPTANCE OF TENDER The University reserves the right : to withdraw a tender after issue; not accept a submitted tender. Upon the acceptance of a tender by the University, the parties will be bound by the general terms and conditions of the tender and the standard terms and conditions of contract. 17. AWARD The University reserves the right to award by item, or part thereof, groups of items, or parts thereof, or all items of the tender; to reject any and all tenders in whole or in part; to waive any minor technical defects, irregularities or omissions if, in so doing the best interests of the University will be served. The University reserves the right not to accept any tender with the cheapest offer. 18. SPECIAL PROVISIONS Any and all special conditions attached hereto which vary from these general conditions shall have precedence.