The University of South Africa invites suitably qualified service providers to participate in a Public Tender Process to provide the University with Storage for examination furniture Tender Specification Document Tender Ref. No: PT2017/14 Date of Issue: 11 September 2017 1
Table of contents 1. Overview 2. Proprietary and Confidential Information 3. Dealing with the University of South Africa 4. Compulsory information session 5. Tender submission 6. Mandatory Requirements 7. Other Requirements 8. Optional Pre-Screening Of Mandatory Supporting Documentation 9. Pricing 10. Payment Terms 11. Sub-Contracting 12. Joint Arrangements 13. Site visits 14. Environmental impact 15. Tender specification 16. Evaluation criteria 17. Annexures Annexure A3 Resolution to sign Annexure A6 - Costing template (Storage of examination furniture) Annexure A7 Response template Annexure D Addresses of Unisa regional offices 2
1. OVERVIEW Unisa is an open distance learning higher education institution which serves approximately 350 000 students. A part of our service delivery is to accommodate students at examination venues to write examinations. It is the responsibility of Unisa to ensure that there are sufficient tables and chairs at the examination venues. The examination venues are leased from the venue owners, for example churches, show grounds, community halls and municipalities. As a result, the majority of the venue owners do not have storage facilities and cannot store our furniture at the venue for the next examination because they use their premises for other business activities. This means that Unisa has to vacate the premises after examination periods and move the furniture to a place of storage. The University of South Africa (Unisa) requires suitably qualified service providers to Store examination furniture at the following regions. The storage facility must not be further than 100km away from the Unisa regional office. ± 20 000 examination tables and ± 9 000 chairs in Gauteng ± 5 000 examination tables and ± 3 000 chairs in Durban ± 1 970 examination tables and ± 850 chairs in Cape Town 2. PROPRIETARY AND CONFIDENTIAL INFORMATION All material submitted in response to this tender shall become the property of Unisa. Any confidential information provided by a service provider in response to this Tender will be held in confidence and will only be used for the evaluation of this tender. 3. DEALING WITH THE UNIVERSITY OF SOUTH AFRICA Service providers must not contact any member of Unisa with respect to queries they may have with this tender. A compulsory information session will be held during which it is expected that any queries raised, will be answered. The service provider shall not disclose any such information or specification, whether explicit or implied, to any third party without the written consent from Unisa. 3
4. COMPULSORY REGISTRATION AND ADMITTANCE TO THE TENDER INFORMATION SESSION A non-refundable tender registration fee of R700.00 is payable by credit or debit card at the registration session. No cash payments will be accepted. Prospective tenderers must read the tender specification and bring a copy to the information session. Only service provider representatives who are senior members of a relevant business unit, or are member(s) of the team responsible for tender responses, will be permitted to attend the compulsory information session. Registration Date: 18 September 2017 Registration Time: 10:00 to 10:30 (Latecomers will not be admitted) Venue: Dr. Miriam Makeba Auditorium, Preller Street, Muckleneuk Campus, Muckleneuk Ridge, Pretoria The above-mentioned time frames must be strictly adhered to; latecomers will not be registered and admitted to the information session. The information session will commence immediately after registration. 5. TENDER SUBMISSION AND CLOSING DATE The original and a soft copy of the tender must be submitted into the official tender box in a sealed envelope located in the OR Tambo Administration Building, Fifth Floor room 5-19, Pretoria Muckleneuk Campus, Preller Street, Muckleneuk Ridge. Please quote the tender reference number PT2017/14 on the sealed envelope. Closing date: 27 September 2017 @ 12:00 Tenders submitted late will not be accepted or considered. Points will be awarded for Broad-Based Black Economic Empowerment. The decision of the UNISA Management Committee on awarding a tender is final. Unisa reserves the right to appoint, contract with and monitor the performance of any service provider it deems will offer the best service in line with its requirements, although it may not necessarily be the lowest Tenderer. Unisa also reserves the right, in its sole discretion, to re-advertise, not to retender or not to award the tender. The tender awarded will be conditional and subject to successful negotiations and signing of a written contract, failing which Unisa reserves the right to withdraw the tender and to award the tender to another Tenderer without repeating the process. 4
6. MANDATORY REQUIREMENTS The following documentation must be submitted in order provided, failure to comply and submit any one of the documents will disqualify the submission: Annexure A1: Attendance of compulsory information session. (Attach copy of the registration form received at the session.) Annexure A2: Completed and signed Supplier List Application Form (F25) including the PSP form and bank account details from the bank. (www.unisa.ac.za/tenders) Annexure A3: Resolution to sign on behalf of the tendering unit (www.unisa.ac.za/tenders) Annexure A4: Current and valid original SARS Clearance Certificate or copy of valid SARS e-filing certificate. Annexure A5: Copy of company registration documents indicating list of shareholders / members from CIPC / CIPRO Annexure A6: Completed pricing template Annexure A6. Annexure A7: Completed response template Annexure A7. Annexure A8: Financial Statements a. One set (2 years comparative figures) of the most recent audited Annual Financial Statements together with a signed Independent Auditor s Report or a signed letter from the Accounting Officer for Close Corporations must be submitted unless the reporting entity is exempted in terms of the new South African Companies Act from obtaining an Independent Auditor s Report. The exempted entity must then submit a signed Independent Reviewer s report or signed compilation engagement (ISRS 4410) report from any recognised accounting professional body. The annual financial statement submitted must be within six months of the financial year-end to qualify for evaluation. A complete set of Annual Financial Statements including the following: Independent Auditor s Report (Letter from an External Accountant/Accounting Officer for Close Corporations) Statement of Comprehensive Income (Income Statement) Statement of Financial Position (Balance Sheet) Statement of Cashflows Statement of Changes in Equity Notes to the Financial Statements No summarized Financial Statements or Extracts of financial statements will be accepted. b. Where the financial statements of the holding company are submitted, a signed letter be included from the holding company, on their letterhead signed by the CEO/CFO, that they would be liable if the subsidiary defaulted. This must be attached to the financials being submitted. Failure to submit such signed letter will disqualify the tender submission. c. The financial statements should be submitted as a separate bound document. Annexure A9: Unisa General Terms and Conditions to be completed and signed www.unisa.ac.za/tenders 5
7. OTHER REQUIREMENTS Annexure B1: A valid B-BBEE certificate or proof of exemption from an accredited SANAS / IRBA verification agency/auditor. An affidavit certifying their total annual income and level of black ownership will be sufficient for EMEs and QSEs. Failure to submit the above will result in a zero score for B-BBEE. Annexure B2: Property being proposed may be owned or leased proof to be provided. Note: All documents submitted in support of this tender must be the documents of the tendering unit and may not pertain to different companies or units within a group. As an example, a tenderer cannot submit its own B-BBEE certificate, but the SARS certificate of its holding company. 8. OPTIONAL PRE-SCREENING OF MANDATORY SUPPORTING DOCUMENTATION A non-compulsory pre-screening opportunity will be available to assist service providers to ensure that their documentation meets the commercial mandatory requirements prior to the closing date of the tender responses. The pricing requirement does not form part of this opportunity and must only be submitted on the closing date. The Supply Chain Management Directorate will be available on: Date: 21 September 2017 Time: 10:00 12:00 Venue: OR Tambo Administration building, Level 5, Room 5-18, Preller Street, Muckleneuk Campus, Muckleneuk Ridge, Pretoria. 9. PRICING The tenderer must state whether the price quoted is fixed for the duration of the agreement or whether the price is subject to escalation. In the absence of an indication in this regard the price will be considered as fixed for the full period of the agreement. All pricing must be quoted in South African Rand (ZAR) including VAT. The pricing must remain valid for 90 days from the closing date of the tender. Pricing / costing template must be completed (Annexure A6) Any pricing not included in the pricing template will not be considered. Prices charged by the supplier for goods delivered and services performed under the contract shall not vary from the prices quoted by the supplier in his tender, and any variance will render the contract null and void. 10. PAYMENT TERMS The payment terms of the University are 30 days after receipt of goods and services and upon receipt of the required documentation. No upfront payments will be considered. It should be noted that penalties will be applied for non-performance and adherence to SLA. 6
11. SUB-CONTRACTING No sub-contracting will be allowed for this tender. 12. JOINT ARRANGEMENTS No joint venture arrangements will be considered for this tender. 13. SITE VISITS Site visits may be conducted to the three sites provided to verify information submitted. 14. ENVIRONMENTAL IMPACT Set out the detail of the environmental impact of the activities relating to the agreement/contract and the waste generated as a result thereof. Attach a detailed implementation plan by the contractor and/or the person(s) responsible for implementing the agreement/contract, indicating how the environmental impact and the waste generated will be minimized, mitigated and managed. 15. TENDER SPECIFICATION The minimum storage area required to meet the requirements of this tender are as follows: Gauteng: Minimum of 1000sq Durban: Minimum of 500sq Cape Town: Minimum of 250sq The storage facility being proposed must not be further than 100km from the Unisa Regional offices (addresses can be found on Annexure D) It should be noted that preference may be given to a supplier who has not had a previous contract with Unisa. 16. EVALUATION CRITERIA Pre-qualification: Only tenderers that meet all the mandatory requirements including the financial evaluation will proceed to stage 1 of the adjudication. Stage 1 Functional evaluation: DESCRIPTION POINTS Phase 1: Track record Length of time the company has been engaged in similar projects 65 7
Storage facility security Above scores will be converted to a percentage. Service providers who score 70% or more will be evaluated in Phase 2 Phase 2 : Site Visit Verification Site visits will be used to confirm infrastructure and capability. 65 Three separate evaluations will be done (one per region). Above scores will be converted to a percentage. Service providers who score 70% or more will be evaluated in stage 2. Stage 2: DESCRIPTION POINTS 1. Price 75 2. B-BBEE (including ownership) 25 B-BBEE Level 10 Black ownership or other BEE initiatives 15 Preference may be given to suppliers who have not had a contract with Unisa previously. 17. ANNEXURES This tender specification document includes the following annexures which need to be considered and included in all pricing proposals and submissions made. Annexure A3 Resolution to sign Annexure A6 - Costing template (Storage of examination furniture) Annexure A7 Response template Annexure D Addresses of Unisa regional offices 8