REQUEST FOR PROPOSAL RFP To provide Towing Services To Salvage Management and Disposal (Pty) Ltd
1. Introduction Salvage Management and Disposal (Pty) Ltd (SMD) is a leading salvage company in South Africa and is implementing a towing procurement process in an effort to obtain the most cost effective and efficient towing services possible. Towing contractors are hereby invited to submit proposals for the Contract to uplift, tow or transport and deliver accident damaged and other motor vehicles to the SMD bond yards, in order for SMD to fulfill their obligations towards their suppliers. SMD require towing services nationwide and towing contractors are to clearly indicate their geographical preference and area or town of operation. 2. Terms and Conditions 1. This document is to be read carefully and a reply in the format requested should be returned to the address supplied below by 30 October 2009. 2. Should the company have any queries these must be forwarded to Mr. Chris van der Walt before 20 October 2009. (see contact details below) 3. Depending on the nature of the queries a meeting could be scheduled. 4. Request for extension of the return date must be in writing and must be directed to Mr. Van der Walt. 5. All RFP documents can be either hand delivered or posted to the documented address. Should the RFP be posted, it must arrive before the closing date of 30 October 2009. 6. No facsimile or electronic proposal will be considered. 7. The decision by the SMD RFP committee is final and no appeal in any form will be entertained. 8. SMD reserves the right to retract/withdraw the entire RFP process in whole or in part based on the sole discretion of SMD. 9. This RFP is issued under condition that the Towing Contractor could at any stage be subject to inspection by a representative of SMD. 10. The RFP committee reserves the right to accept any proposal in whole or in part and will not be bound to accept the lowest or any specific offer. 11. All the required information must be completed accurately and truthfully. Please include additional pages should the pages provided not be enough. 12. SMD will not be liable for any costs incurred by any Towing Contractor in connection with its response to this RFP.
13. The RFP submitted will be owned by SMD. If any information or documentation within the RFP is of a confidential nature this is to be stated in the RFP. 14. The RFP document will be open for acceptance by SMD for a period of 90 days after the closing date of 30 October 2009. 3. SMD Contact Details Address to: Mr. Chris van der Walt Tel: +2711 918 8803 Cell: +2782 570 9296 Postal Address: PO Box 6587 Dunswart Boksburg 1508 Delivery Address: SMD HQ 22 Dakota street Impalapark Boksburg 1459 E-mail Address: smdtowing@smd.co.za Facsimile address: (International) +27866682212 4. Process The responses received will be evaluated against SMD s procurement selection criteria. In the event that more than one Towing Contractor is short listed, SMD reserves the right to negotiate with these contractors. Only companies who have met SMD s procurement selection criteria will be contacted and companies who were not successful will not be contacted. 5. Presentation Format and Content Each proposal should include a company profile with digital photo s. The profile should provide a straight forward, but concise description of the Towing Contractor s ability to meet the requirements as set out in this RFP and SLA. The attached section 1 6 clearly indicates the required format. The RFP document should be completed and not be changed or redrafted.
The RFP documents should be enclosed in a sealed envelope on which the name and adress of the towing contractor must be detailed. In addition the due date of the proposal is to be clearly noted. The content of the RFP is to conform to the following format: Section 1. - Company details. Section 2. - Resolution authorizing signatory Section 3. - To contain the following: - Infrastructure - Number of towing vehicles with types (i.e Sling / Rollback & Multicar Carrier) - Towing capacity (vehicles per day) Section 4. - Towing rates type Section 5. - BBBEE Section 6. - List of required documentation and the other attached to supper the RFP. 6. Contractual Requirements The Towing SLA which will be signed between SMD and the successful parties is attached hereto marked Annexure A. The towing contractor is to acquaint himself with all terms and conditions contained in this agreement and by completing the RFP he acknowledges that he will be able to operate in terms of this agreement. 7. Confidentiality By responding to the RFP the Towing contractor undertakes to keep strictly confidential and not to disclose any information relating to the RFP, the contract, the services to be rendered. 8. Towing information The following issues must be taken into consideration while detailing the towing rates in section 4. All rates quoted will be fixed for a six month period irrespective of fluctuations in the fuel price. All rates to be listed and per distance as indicated in section 4. The following information is supplied to assist with the preparation of the RFP document and is an indication only. SMD does not warrant/guarantee the correctness thereof nor is it any assurance of future volumes or distances.
Towing Areas Cape Town (area includes but is not limited to): North of CT up to the Namibia border East of CT - up to before Mosselbay Average number accident damaged 157 33 190 118 118 Total 157 33 118 308 76 km 6 km PE (area includes but is not limited to): West of PE up to and including Mosselbay North/West of PE up to Carnarvon East of PE up to and including Port Alfred Average number accident damaged 79 12 91 19 19 Total 79 12 19 110 331 km 1.5 km East London (area includes but is not limited to): West of EL up to and including Fort Beaufort North/west of EL up to and including Molteno North/east up to before Mt Frere + Flagstone Average number accident damaged 62 58 120 100 100 Total 62 58 100 220 215 km 2 km Durban (area includes but is not limited to): South of Dbn up to and including Mt Frere + Flagstone Average number accident damaged 257 86 337 343 337 Total 257 86 337 680 146 km 6 km
Bloemfontein (area includes but is not limited to): South of Bloemfontein Aliwal North, Burgersdorp, De Aar Prieska, Upington, Kuruman, Vryburg, Bothaville Average number accident damaged 150 1 0 151 376 km Total 150 1 0 151 East Rand (area includes but is not limited to): Jhb Central, Sandton, Midrand, Tembisa, Ekurhuleni North/east Middelburg up to before Belfast Ermelo, Piet Retief, Newcastle, Harrismith and Phuthaditjaba Multi Carriers are an option for inter warehouse transfers Average number accident damaged 558 162 720 105 km 588 588 20 km Average number repossessed vehicles to be towed per month 1 74 320 395 20 km Total 559 236 908 1703 West Rand (area includes but is not limited to): (Chamdor) Randfontein, Krugersdorp, Roodepoort Lichtenburg, Mafekeng, Zeerust, Magaliesburg Average number accident damaged 166 93 0 259 95 km Total 166 93 0 259 Vereeniging (area includes but is not limited to): Potchefstroom, Carltonville, Sebokeng, Lenasia, Kroonstad Average number accident damaged 75 45 0 120 130 km Total 75 45 0 120
Pretoria (area includes but is not limited to): Rustenburg up to Botswana border North - Vaalwater, Naboomspruit, Jane Furse Roossenekal, Groblersdal, Bronkhorstspruit Average number accident damaged 377 30 454 861 57 km Total 377 30 454 861 Polokwane (area includes but is not limited to): Potgietersrus, Ellisras, Messina, Giyani, Gravelotte Lebowakgomo Average number accident damaged 75 52 0 127 158 km Total 75 52 0 127 Nelspruit (area includes but is not limited to): North - up to and including Phalaborwa Kruger National Park, Hoedspruit, Burgersfort Average number accident damaged 79 24 0 103 169 km Total 79 24 0 103 North Rand (area includes but is not limited to): Strijdom Park Randburg Multi Carriers are an option for inter warehouse transfers Average number repossessed vehicles to be towed per month 0 0 320 320 169 km Total 0 0 320 320 Please complete Sections 1 6 giving full details and return RFP to SMD on or before 30 October 2009. Regards C. van der Walt
Section 1 Company Details BUSINESS ENTITY / SOLE PROPRIETOR STATUS LEGAL STATUS OF BUSINESS ENTITY / INDUSTRY / BUSINESS SECTOR Are you a SOLE PROPRIETOR? Generally a business that only has one person in a managing role (owner) and are not registered IF NOT: Is this a REGISTERED BUSINESS ENTITY? Type of business entity? (Select one) Partnership / Close Corporation / Private Company / Public Company / Joint Venture / other specify Registered in South Africa? Registration Number? VAT Number? List holding company or group List subsidiaries _ FRANCHISE Is this a franchise? If a franchise, do you own it or manage it for the Franchise Head Office?
NUMBER OF BRANCHES Attach full details NUMBER OF EMPLOYEES AGE OF BUSNINESS ENTITY How long has business been in operation? GROSS TURN-OVER (ANNUALY) (The turnover is used to categorise business in terms of the industry they operate in. Certain categories can automatically get a BEE score. An accurate indication is therefore necessary). R( ) OWNERSHIP If you are not the first owner, or the Business Entity s name has changed or moved premises, please complete the questions below. Did you retain the same:- - Business Entity Name - Premises If applicable, list previous Business Entity s:- - VAT Number - Registration Number Previous Business Entity Name and/or physical address REFERENCES At least two (2) references required Business Entity Name Number of years as a customer Business Type Contact Name Contact Tel No.
SUPPLIER & SMD EMPLOYEE RELATIONSHIPS Do any of the owners, directors, shareholders, employees, representatives or agents have family working for SMD? YES NO If yes, Please specify Does any employee of SMD have ANY INTEREST / INVESTMENT IN YOUR COMPANY? If yes, list their names and the interest / investment. Is there any other fact that to your knowledge may be deemed to create a CONFLICT OF INTEREST situation? This may arise where any representative of your business has business interests that may affect whether SMD enters into a business relationship with you or not.
OWNERS DETAILS Attach a separate page if necessary. List only the owners for example members, directors and/or shareholders that are officially registered with the relevant legal authorities. For employees complete section Employee s Details NAME (1) NAME (2) Capacity Capacity % Shareholding Race Gender % Shareholding Race Gender Cell No ID No Cell No ID No Membership of Professional Bodies, Organisations. Give membership or reference numbers. Attach documents. Membership of Professional Bodies, Organisations. Give membership or reference numbers. Attach documents. NAME (3) NAME (4) Capacity Capacity % Shareholding Race Gender % Shareholding Race Gender Cell No ID No Cell No ID No Membership of Professional Bodies, Organisations. Give membership or reference numbers. Attach documents. Membership of Professional Bodies, Organisations. Give membership or reference numbers. Attach documents. EMPLOYEES DETAILS List any employee who will represent your business entity in an official and/or specialized capacity for example towing manager on matters relevant to the service or commodity referred to in this application, NOT owners, shareholders or registered members. NAME (1) NAME (2) NAME (3) Capacity Capacity Capacity Cell No ID No Cell No ID No Cell No ID No Membership of Professional Bodies, Organisations. Give membership or reference numbers. Attach documents. Membership of Professional Bodies, Organisations. Give membership or reference numbers. Attach documents. Membership of Professional Bodies, Organisations. Give membership or reference numbers. Attach documents. DECLARATIONS Relevant to the Sole Proprietor, any Business Entity Owner, Partner, Shareholder, Registered Member, Director and/or employees who represent the Business Entity (the parties to this application).
CREDIT HISTORY Has any party to this application ever been declared insolvent, placed in liquidation where provisional or final or reached a compromise with creditors. If yes, give details / explanation. Does any party to this application have any defaults and/or judgements against them? If yes, please give details / explanation. CRIMINAL RECORD Has any party to this application any pending or criminal convictions or paid an admission of guilt fine other than speeding or parting offences. If yes, please give details / explanation. OTHER MATERIAL FACT Is there any material fact that is likely to influence the assessment of this application which will affect the decision SMD makes with regard to where we do business with you or not? If you are in any doubt as to whether a fact would be considered material you should declare / explain it anyway to enable us to make an informed decision. Where necessary or possible, provide proof to substantiate your explanation / declaration. All the information that we request in this application is material. Please give details:
SUPPORTING INFORMATION Please note any relevant information or attach any documentation to support this application INDEMNITY AND CONSENT TO DISCLOSURE Relevant to the sole Proprietor, any Business Entity Owners, Partner, Shareholder, Registered Member, Director and/or any employees who represent the Business Entity (the parties to this application). I, the undersigned (full names) in my capacity as of (the business entity) warrant that I am duly authorized to complete and submit this application and enter into this agreement on behalf of the business and parties represented herein by myself as indicated in the resolution attached in section 2. On my own behalf, and on behalf of any other party I represent herein, I hereby indemnify SMD and its duly appointed representatives from any loss of damage caused to me / the Business Entity and the parties that I represent in this application, as a result of SMD disclosing any information provided in this document for the purpose of a proposed business relationship. I acknowledge that all information concerning the relevant Sole Proprietor, Business Entity Owner, Partner, shareholder, Registered Member and Director and employees listed herein (the parties to this application) is essential to enable SMD to properly evaluate the following information; o That maybe be recorded at any credit bureau o Regarding any criminal history or record, previous conviction and any other relevant information usually furnished by the Criminal Record center regarding any other material fact which is likely to influence the outcome of the application On my own behalf, and on behalf of any other party I represent herein, I accordingly waive any right to privacy in respect of the above information concerning the relevant Sole Proprietor, Business Entity Owner, Partner, Shareholders, Registered Members and Directors and any of the other parties that I represent herein and I hereby consent to an authorize suction information being disclosed by and to SMD. On my own behalf, and on behalf of any other party I represent herein, I consent to SMD verifying any information provided by me against other legitimate sources on my own behalf, and on behalf of any other parties that I represent herein. On my own behalf, and on behalf of any other party I represent herein, I warrant that the information supplied I this application is true and accurate and complete in all respects and that should there be a change in the information between the date of this application and the date
of its acceptance, and the inception date of any agreement that may be entered into between parties, I will immediately notify SMD in writing of such change. On my own behalf, and on behalf of any other party I represent herein, I further warrant that an opportunity was given to me to provide full declarations where relevant. On my own behalf, and on behalf of any other party I represent herein, I furthermore indemnify SMD, its agents and its employees against any liability whatsoever which may result from furnishing or receiving information in this regard and hold them harmless n my own behalf, and on behalf of any other party I represent herein. On my own behalf, and on behalf of any other party I represent herein, I accept that signing this application does not bind SMD to offer or to accept any agreement, but it is agreed that this application shall be the basis of the agreement and will be attached to and made a part of the agreement should an agreement be entered into. On my own behalf, and on behalf of any other party I represent herein, submit proposals for the contract indicated subject to the terms and conditions contained in the above and within, the contents of which we acknowledge to be fully acquainted. OWNER or AUTHORISED REPRESENTATIVE Signed Capacity Date WITNESS Signed Capacity Date REGISTERED AUDITOR / ACCOUNTING OFFICER If the Business Entity is legally required to have Auditors then the official Business Entity Auditors must have checked, agreed and signed that the content herein is correct. If Auditors are not required, then the Registered Accounting Officer should sign. Should neither apply, then the accountable person should sign. Signed Capacity Date
Section 2 Resolution Minutes of a meeting held between the (parties, members, directors, owners) of (partnership, closed corporation or other entity) on this day of 2009. It was declared that (entity) wishes to tender on towing services to be provided to Salvage Management and Disposal (Pty) Ltd. The services is to be rendered over a six months fixed period and will entail the upliftment, transportation and delivery of accident damaged and repossessed vehicles. It was resolved that (entity) will tender to render the towing services required and that Mr./Mrs. is hereby authorized to tender on behalf of (entity) and to complete and sign all the required documentation. Signed by the _ (partners, members, directors, owners) on day of 2009. Mr/Mrs Mr./Mrs Mr/Mrs Mr/Mrs
Section 3 Infrastructure Number of towing vehicles with types Sling back Rollback Multicar Carrier Towing Capacity
Section 4 Towing rates Please indicate the VAT exclusive rates that you will be able to provide the service at over a six months period, as follows. Trade work This is the upliftment, transportation and delivery of accident damaged and repossessed vehicles from different panel beaters and tracing agents throughout the area. Trade 1 Rollback Reposessions 1 Sling back Trade 1 Roll Sling Trade 2 Capacity Basic Charge/ Over 80 km (no. vehicles per load) Fixed cost (covers the first 80 km's) (Rate per km from Km 1) Interwarehouse Movement This is the collection, transportation and delivery of accident damaged and repossessed vehicles between SMD branches. This is usually bulk movement of vehicles and where facilities allow, vehicles can be moved by multi car carrier trucks and three to eight cars can be loaded at a time. Multi Car Carrier Rollback Trade Reposessions Trade 1 Reposessions 1 Sling back Trade 1 Roll Sling Trade 2 Capacity 0-10 km 11-30 km 31-60 km Over 60 km (Rate per (no. vehicles (Rate per (Rate per km (Rate per km km from Km per load) km) from Km 1) from Km 1) 1) If you have any queries with regards to the above, please contact Mr. van der Walt directly.
Please indicate which towing areas you will be able to provide the service required: National West Rand Cape Town Vereeniging P.E Pretoria East London Polokwane Durban Nelspruit Bloemfontein North Rand East Rand
Section 5 BBBEE BEE RATING / STATUS OF BUSINESS ENTITY / SOLE PROPRIETOR Black means all Africans, Coloureds, and Indians who are South African Citizens and includes Companies with any BEE status. If you are a signatory to a charter, please indicate which one. Effective Date BEE RATING Select only one from any one of the three groups below or if you have an old rating, indicate here and attach documentation. Effective Date 1. If you are governed by a charter please advise the rating your business was given, otherwise see below for DTI Codes of Good Practice Ratings 1.1 OLD RATINGS Mark appropriate box AAA 85-100 AA 75-85 A 65-75 BBB 55-65 1.2 NEW RATINGS Mark appropriate box Level 1 >100% Level 2 85-100% Level 3 75-85% Level 4 65-75% BB 50-55 Level 5 55-65% B 45-50 Level 6 45-55% C 35-45 1.3 QSE RATINGS (Qualifying Small Enterprise) Mark appropriate box Level 1 >100% Level 2 85-100% Level 3 75-85% Level 4 65-75% Level 5 55-65% Level 6 45-55% Level 7 40-45% Level 7 40-45% D 25-35 E 15-25 Level 8 30-40% Level 8 30-40% 2. If none of the above, please advise which option below applies to your Business Entity Are you a Black Company (more than 50% owned and controlled by Black people) FF 0-15 Level 9 0-30% Level 9 0-30% Are you a Black Influenced Company (between 5% and 25% owned by Black people and with participation in control by Black people) Are you a Black Empowered Company (more than 25% but less than 50% owned by Black people and where substantial participation in control is vested in Black people) Are you a Black Women Empowered Enterprise (more than 30% owned by Black women and where substantial participation in control is vested in Black women) Is there anything further that you would like to add pertaining to other elements of the FSC or DTI Codes for example skills development, employment equity, CSI, preferential procurement, etc. Alternatively, any information on broad based activities that may influence your rating going forward. If so, please attach relevant documentation.
Section 6 List of required documents Please attach the following documents to the RFP BEE ratings and accreditation certificate (if applicable) proof of BEE shares needs to be attached VAT registration certificate (if a VAT vendor) signed by the Receiver of Revenue VAT exemption certificate (if not a VAT vendor) signed by the Receiver of Revenue Share certificates Trust documents with trustees / beneficiaries / details (if applicable) Enterprise declaration Certificate Copies of accreditations and membership of Towing Assosiates (Pty) Ltd BEE ratings and status Color photographs showing the business set up Tax clearance certificate as issued by SARS Important Notice The tax clearance Certificate must be in accordance to the current SARS rules and valid in all aspects. SHOULD THE TAX CLEARANCE CERTIFICATE NOT BE ATTACHED, OR NOT BE THE ORIGINAL COPY OR NOT BE SIGNED BY SARS BY CLOSING OF THE RFP, THE RFP WILL BE CONSIDERED INVALID.