Tender Specification Document

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Aubrey Walker
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The University of South Africa invites suitably Qualified service providers to participate in an Expression of Interest Process to provide the University with

1 The University of South Africa invites suitably Qualified service providers to participate in an Expression of Interest Process to provide the University with Examination venues across all Provinces of South Africa for a period of five years Tender Specification Document Tender Ref. No: EOI2017/03 Date of Issue: 19 March 2017 Page 1

2 Table of contents 1) Overview 2) The Invitation 3) Dealing with the University of South Africa 4) Mandatory Requirements 5) Site Visits 6) Terms and conditions 7) Confidentiality 8) Pricing 9) Payment Terms 10) Tender Submission and Closing Date 11) Sub-Contracting 12) Tender Specifications 13) Cleaning 1. OVERVIEW The University of South Africa (UNISA) is an open distance learning higher education institution that serves approximately students. The DSAA enables students to complete their studies by writing Summative assessment s at various examination venues during an examination period. The examinations takes place over three periods in an academic year i.e. January /February (30 days), May /June (30 days ) and September November period (49 days ). In addition we also make use of 4 Tuesdays in a year to conduct tests for accounting students in the following months March, April, June and July. 2. THE INVITATION UNISA is inviting service providers for the provision of examination venues across the Republic of South Africa as outlined above. The University is seeking through the expression of interest process to establish the status of the current market iro the supply of facilities that may be used for the administration of University examinations during the specified periods Page 2

3 The University of South Africa requires examination venues in all provinces in South Africa. A detailed list of current venues is provided. Annexure A. 3. DEALING WITH THE UNIVERSITY OF SOUTH AFRICA The Tenderer shall not disclose any such information or specification, whether explicit or implied, to any third party without the written consent from Unisa. 4.MANDATORY REQUIREMENTS The following documentation must be submitted, failure to comply and submit any one of the documents will disqualify the submission: Mandatory requirements will include the following and must be labelled and submitted in the following order: Annexure A1: Completed and signed Supplier list Application Form (F26) for churches, municipalities, schools and private suppliers Please submit the confirmation of your banking details signed and stamped by the bank. Please complete the pricing template ( Annexure H) Registered companies must attach the following documentation: Annexure A2: Completed and signed Supplier List Application Form (F25) for registered companies ( Annexure A3: Resolution to sign on behalf of the tendering unit, which is obtained from ( Annexure A4: Current and valid original SARS Clearance Certificate (only applicable to registered companies Annexure A5: Copy of company registration documents indicating list of shareholders / members From CIPC / CIPRO (only applicable to registered companies) Annexure A6: Pricing template (Annexure H) 5. OTHER REQUIREMENTS This is only applicable to registered companies Supplier documents and information Page 3

4 Annexure B1: A valid BBBEE certificate from SANAS or IRBA accredited Agent. In respect of EMEs and QSEs, only an affidavit confirming the total annual income and level of Black ownership will be required. Failure to submit the above documents will result in zero score for BBBEE. 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. 6..SITE VISITS Site visit may be conducted as and when required. 7. TERMS AND CONDITIONS a) Unisa may rely on information provided by service providers in response to this EOI and, therefore, responding service providers should submit only accurate and truthful responses regarding their service capabilities. b) Any costs incurred by service providers in preparing and providing a response to this EOI is solely the responsibility of the service provider. c) Should any service provider furnish misleading information, such service provider will be disqualified. d) Service providers must take note that price and the set criteria will be important for evaluation. 8. CONFIDENTIALITY a) All documentation submitted in response to this EOI will become the property of Unisa. b) Any confidential information provided by a service provider in response to this EOI will be kept strictly confidential and will only be used for the purposes of evaluating this EOI. 9. PRICING Prices will be negotiated and mutually agreed and the annual escalation must not exceed CPI The pricing bracket and items may be reviewed at a later stage to include additional items. All pricing must be quoted in South African Rand (ZAR) including VAT. The pricing must remain valid for 120 days from the closing date of the EOI All pricing must be completed on Annexure A6. All applicable costs must be all inclusive. There must be no hidden costs. Page 4

5 Prices charged by the service providers for services performed under the contract shall not vary from the prices quoted by the service provider in this tender, and any variance will render the contract null and void. 10. PAYMENT TERMS The payment terms of the University are 30 calendar days after the date of the supplier statement and Invoices 11. EOI SUBMISSION AND CLOSING DATE The original sealed hard copy must be submitted in one sealed envelope marked with the reference number EOI2017/03 into the official tender box located at O R Tambo Administration Building, 5 Floor room 5-19, Muckleneuk Campus, Preller Street, Muckleneuk Ridge, Pretoria. The tenders may also be submitted at any of the following Unisa Hubs: 1. Western Cape 15 Jean Simonis Street Parow 2. Eastern Cape 10 St Lukes Road Southernwood East London 3. Kwazulu Natal 230 Stalwart Simelane Street Durban 4. Mpumalanga 31 Brown Street Nelspruit 5. Limpopo 23 A Landros Mare Street Polokwane 6. North West Cnr Steen Street &OR Tambo Rustenburg 7. Florida Cnr Christiaan De Wet and Pioneer Road Florida Page 5

6 CLOSING DATE: 10 April 2017 The supplier is required to submit the application on or before the advertised closing date. 12. SUB-CONTRACTING No sub-contracting will be considered for this EOI, the tenderer and / or the contract, or any portion thereof, or any share or interest therein, may not be transferred, assigned or granted to any other company without the specific written permission and conditions of the University. 13. TENDER SPECIFICATION Bricks and Mortar structure (no auditorium type facilities, containers, tents and mobile facilities) 13.2 Accessibility to public transport Adequate parking facilities 13.4 Accessible to students with special needs There should be adequate lighting in the venue 13.6 There should be good airflow or be equipped with air conditioning 13.7 Strong room or lockable facility for safekeeping of the examination material and question papers is required Preference will be given to venues equipped with tables (900mmx600mm) and chairs The venue must comply with occupational health and safety regulations e.g. sufficient fire extinguisher e.g. 1 per 200m² Sufficient emergency escapes at least 2 doors 1 in front, 1 at the back or at the side Hygienic ablution facilities for men and woman. Security, at least 2 security guards at the venue First Aid facilities and trained first aid person on premises or be in close proximity to a hospital or clinic Cleaning The service provider must ensure compliance with all applicable cleaning regulatory requirements, and as such is responsible for cleaning requirements and related costs associated with all rented space including but not limited to the provision of consumables, cleaning materials, sanitation services, pest control and related costs. Page 6

THE UNIVERSITY OF SOUTH AFRICA

THE UNIVERSITY OF SOUTH AFRICA Invites service providers who are youth owned from 18 up to 35 years old and individuals living with disability to express their interest to be considered as approved service