BID RESPONSES MUST BE HAND DELIVERED / COURIERED TO: ATTENTION. CLOSING DATE 10 February 2017 CLOSING TIME

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1 Request for Proposals Issued by the Constitution Hill Development Company in respect of Supply & delivery of conferencing & banqueting furniture for the conference centre in the new Visitors Centre at Constitution Hill RFP NUMBER: CONHILL13/FAC/2016 CLOSING DATE 10 February 2017 CLOSING TIME BID RESPONSES MUST BE HAND DELIVERED / COURIERED TO: ATTENTION NON- COMPULSORY SITE VISIT 11AM The Constitution Hill Development Company The Old Fort 11 Kotze Street Braamfontein Johannesburg Bidders must ensure that they sign the register at the reception when delivering their bids Name: Solly Malatsi Telephone: S.Malatsi@constitutionhill.org.za Any time during office hours Time: 8 am 5pm Monday to Friday Venue: Constitution Hill The Old Fort 14 Kotze Street Braamfontein Request for Proposals: Furniture for the new Conference Centre at Constitution Hill 1

2 Table of Contents 1. SCOPE OF WORK VALIDITY PERIOD PRICING SCHEDULE SELECTION AND AWARDING OF CONTRACT FUNCTIONALITY CRITERIA DETAILED FUNCTIONALITY CRITERIA FINANCIAL EVALUATION PHASE 1 LOCAL PRODUCTION AND CONTENT PHASE 2 PREFERENTIAL POINT SYSTEM SCORING BIDDERS SUBMISSION REQUIREMENTS SPECIAL CONDITIONS OF TENDER CONTRACT MANAGEMENT CONTRACT PERIOD SUPPLY DELIVERY VALIDATION PAYMENT INTERVALS INSURANCE ASSETS ANNEXURE A

3 INTRODUCTION The main objective of this bid is to appoint a suitable independent supplier/s to supply and deliver conferencing & banqueting furniture for the Constitution Hill Development Company as per the agreed specifications for the Conference Centre in the new Visitor Centre. Proposals submitted must ensure that they are inclusive of all materials, equipment, labour, consumables and services necessary for the complete delivery and efficient operation of the systems in accordance with the intent of the functional specification. 1. SCOPE OF WORK The successful Bidder/s will be expected to supply and deliver conferencing and banqueting tables and chairs as per the specifications at Annexure A. a. To appoint a suitable service provider to supply new conferencing tables, banqueting tables and chairs furniture to Constitution Hill s exact specifications and requirements, that may inter alia include fabrication, assembly delivery and fitting at business premises located in Braamfontein, Johannesburg within a period of six (6) months after final award. The supplier/ manufacturer must be suitably qualified, experienced, competent and locally based in South Africa. b. A one (1) year maintenance agreement is required with respect to furniture that is deemed to be faulty. c. A minimum of a two (2) year warranty on furniture is a requirement. d. All furniture supplied must be fabricated to Constitution Hill s exact specifications. e. All furniture specifications will be required prior to final approval. 2. VALIDITY PERIOD The validity period of this bid is 90 days and is calculated from the time and date that the bid closes. 3. PRICING SCHEDULE The Pricing Schedule documents form part of and must be read and priced in conjunction with all the other documents forming part of the contract documents, the Standard Conditions of Bid, Conditions of Contract, Specifications, Drawings and all other relevant documentation. Price proposals must strictly be prepared in line with the submission requirements and included in Envelope 4 Financial Proposal 3

4 4. SELECTION AND AWARDING OF CONTRACT This Bid will be evaluated through a four-stage process: Stage Submission Document Method of Evaluation Criteria Stage 1 ENVELOPE 1 Stage 2 ENVELOPE 2 Stage 3 ENVELOPE 3 Stage 4 ENVELOPE 4 Administrative Compliance Functionality Technical Evaluation Criteria Financial Local Content Evaluation Criteria Financial Price & BBBEE All mandatory documents signed and submitted Minimum score of 70% 85% for office furniture & 100% for textiles 90/10 rule will apply 4.1. Functionality Criteria The following functionality criteria will be used for evaluating all bid proposals. Proposals must score a minimum of 80% to qualify for further evaluation for preference points: Framework Functionality Criteria PHASE 1 Capacity and Ability to execute and deliver on the scope of this 1 contract 2 Company Experience, Expertise & Ability 25 3 Project Plan 15 S/Total 100 Points Allocated Minimum Stipulated Threshold to be met 80% 60 4

5 4.2. Detailed Functionality Criteria Detailed Functionality Criteria Capacity and Ability to execute and deliver on the scope of this contract Points Allocation 1 (a) The supplier/ manufacturer is required to provide a motivation of their company s suitability with respect to its capacity/ ability to execute and deliver on the project, based on the supplier / manufacturer s track record, of same/similar (previous) work having been undertaken within the scope and scale of this project. Statements made in the motivation must be verifiable. Letter of completion for PREVIOUS WORK/PROJECT ON SUPPLY OF OFFICE FURNITURE, on appropriate letterhead and signed off by CLIENT, on relevant letterhead (with relevant name and contact details of appointed project manager on project) must be attached. Failure to attach the required documents shall lead to forfeiture of points projects 0 points 1 to 4 projects = 10 points 5 to 9 Projects = 20 points 10 to 14 Projects = 25 points 15 and above Projects = 30 points (b) Letter of appointment or completion for current or previous work on SUPPLY OF OFFICE FURNITURE projects detailing the VALUE OF THE PROJECT, on appropriate letterhead and signed off by client, must be attached. Letter must detail the scope of work undertaken, project value undertaken, date of award and completion, and location where work was carried out. Failure to attach the required documents shall lead to forfeiture of points. 30 Less than R100,000 = 0 points R to R = 5 points R to R = 10 points R to R = 20 points R and above = 30 points 2 Company Experience, Expertise & Ability 25 (a) A furniture portfolio/ catalogue should be provided, comprising of approximately five (5) various office furniture ranges. If the 10 5

6 (b) Detailed Functionality Criteria bidder is a manufacturer, then the same requirements will be required from the manufacturer of fabricated furniture, as evidence of ability and innovation. 1 x Range (2 points) 2 x Ranges (4 points) 3 x Ranges (6 points) 4 x Ranges (8 points) 5 or more x Ranges (10 points) A company profile depicting the entity s core business, goods sourced and its major suppliers, as well as previous and current major clients is required. The company profile must also contain the entity s organisational structure, a staff organogram, as well as a project resources plan for this project detailing key staff, their experience and achievements. Company profile including project organogram listing all resources allocated to the project (5 points) Roles and responsibilities including the basis of engagement (e.g. if sub-contracted/ full/ part time) (5 points) Attached a brief CV (1 pager) for each resource, indicating technical qualifications, previous projects (5 points) Project Plan Points Allocation 15 Bidders should provide an estimated project schedule/ programme of the works (preferably using a Gantt chart), with major item descriptions and time indicating a commitment to perform the works within the time specified 3 Work Plan or project schedule is inadequate or no information provided (0 points) Work plan or project schedule is poor or poorly demonstrated (3 points) Work plan or project schedule is adequate, i.e. shows estimated start and finish dates, major milestones and critical path (6 points) Work plan or project schedule is adequate, i.e. shows estimated start and finish dates, major milestones and critical path and estimated duration and logic to reach works completion (12 points) Work plan or project schedule is adequate, i.e. shows estimated start and finish dates, major milestones and 15 6

7 Detailed Functionality Criteria critical path and estimated duration and logic to reach works completion. Work plan or project schedule also contains information on execution integration and redundancy for unforeseen delays or occurrences (15 points) Points Allocation 5. FINANCIAL EVALUATION A two-phase evaluation process will be followed in the first phase evaluation the bids will be evaluated based on Local Content where all bids not meeting the required stipulated minimum threshold for local content as stated in paragraph 3 of the SBD 6.2 will be disqualified. In the second phase evaluation bids, will be evaluated on the 90/10 principle with 90 points being allocated for price and 10 points allocated for B-BBEE. Only bids that meet the requirements of the stipulated minimum threshold for Local Content in the first phase evaluation will proceed to the second phase evaluation. The evaluation will be based on: Phase 1: Evaluation in terms of the stipulated minimum threshold for local production and content Phase 2: Preferential Point System Points Price 90 B-BBEE status level of contribution 10 Total PHASE 1 LOCAL PRODUCTION AND CONTENT The stipulated minimum threshold percentage for local production and content for Office Furniture is as follows: Category of Furniture and Textiles Office Furniture 85% Textiles 100% Stipulated minimum threshold 1. b. The exchange rate to be used for the calculation of local production and content must be the Exchange rate published by the South African Reserve Bank (SARB) at 12h00 on the closing date of the RFQ;; c. Only the South African Bureau of Standards (SABS) approved technical specification number SATS 1286:2011 must be used to calculate local content;; 7

8 d. The local content (LC) expressed as a percentage of the bid price must be calculated in accordance with the following formula: i. LC= (1-x/y)*100 ii. Where iii. x is the imported content in Rand e. y is the bid price in Rand excluding value added tax (VAT) f. Prices referred to in the determination of x must be converted to Rand (ZAR) by using the exchange rate published by the SARB at 12h00 on 30th June g. The SABS approved technical specification number SATS 1286:2011 and the Guidance on the Calculation of Local Content together with the Local Content Declaration Templates [Annex C(Local Content Declaration: Summary Schedule), D (Imported Content Declaration: Supporting Schedule to Annex C) and E (Local Content Declaration: Supporting Schedule to Annex C)] are accessible to all potential bidders on the Dept of Trade and Industry (DTI) s website /industrial_development/ip.jsp at no cost. h. The Declaration Certificate for Local Production and Content (SBD 6.2) together with the Annex C (Local Content Declaration: Summary Schedule) must be completed, duly signed and submitted by the bidder at the closing date and time of the bid as indicated in this bid specification document. i. The rates of exchange quoted by the bidder in paragraph 4.1 of the Declaration Certificate will be verified for accuracy. Only locally produced or locally manufactured furniture with the stipulated minimum threshold of 85% for local production and content requirements for Furniture will be considered and only bids meeting this requirement will qualify for the Phase 2 evaluation. In cases where raw materials are not available locally: if the raw material or input for the office Textile, Clothing, Leather and Footwear is not available locally, bidders should obtain written authorization from the DTI should there be a need to import such raw material or input. A copy of the authorization letter must be submitted together with the bid at the closing date and time of the bid invitation PHASE 2 PREFERENTIAL POINT SYSTEM SCORING Bids must comply with the stipulated minimum threshold for local production and content in phase 1 to proceed to phase 2 of the evaluation. 8

9 Applicants meeting the stipulated minimum threshold for local production and content requirements, will then be scored on the 90/10 principle, based on their price and B-BBEE ratings respectively. BBBEE & Price will be evaluated according to the preference point system as outlined below B-BBEE BBBEE Status Level of Contributor 10 points for R1, 000, Number of Points n-compliant contributor 0 Bidders who qualify as EMEs in terms of the B-BBEE Act must submit a certificate issued by an Accounting Officer as contemplated in the CCA or a Verification Agency accredited by SANAS or a Registered Auditor. Registered auditors do not need to meet the prerequisite for IRBA s approval for the purpose of conducting verification and issuing EMEs with B-BBEE Status Level Certificates. Bidders other than EMEs must submit their original and valid B-BBEE status level verification certificate or a certified copy thereof, substantiating their B-BBEE rating issued by a Registered Auditor approved by IRBA or a Verification Agency accredited by SANAS. A trust, consortium or joint venture, will qualify for points for their B-BBEE status level as a legal entity, provided that the entity submits their B-BBEE status level certificate. A trust, consortium or joint venture will qualify for points for their B-BBEE status level as an unincorporated entity, provided that the entity submits their consolidated B- BBEE scorecard as if they were a group structure and that such a consolidated B- BBEE scorecard is prepared for every separate bid. Tertiary institutions and public entities will be required to submit their B-BBEE status level certificates in terms of the specialized scorecard contained in the B-BBEE Codes of Good Practice. A person will not be awarded points for B-BBEE status level if it is indicated in the bid documents that such a bidder intends sub-contracting more than 25% of the value of the contract to any other enterprise that does not qualify for at least the points that 9

10 such a bidder qualifies for, unless the intended sub-contractor is an EME that has the capability and ability to execute the sub-contract. A person awarded a contract may not sub-contract more than 25% of the value of the contract to any other enterprise that does not have an equal or higher B-BBEE status level than the person concerned, unless the contract is sub-contracted to an EME that has the capability and ability to execute the sub-contract. The applicant with the highest total number of points will be awarded the contract. 6. BIDDERS SUBMISSION REQUIREMENTS A three-envelope system will be used for this tender. ENVELOPE 1 MANDATORY REQUIREMENTS: SUPPLY AND DELIVERY OF CONFERENCING AND BANQUETING FURNITURE FOR THE CONFERENCING FACILITY IN THE NEW VISITORS CENTRE The following mandatory requirements must be addressed in the proposal. Failure by Bidders to submit the below mentioned documents shall render the bid invalid. Mandatory Requirements Compliant Invitations to Bid form Fully completed and signed SBD 1 forms Tax clearance certificate requirements Signed SBD 2 forms Valid Tax Clearance Certificate Attach an original Tax Clearance Certificate, as issued by SARS Declaration of interest form Fully completed and signed SBD 4 forms Declaration of the bidder s past SCM practices Fully completed and signed SBD 8 forms Certificate of Bid Determination Fully completed and signed SBD 9 forms 10

11 Company Registration Provide company registration documents as issued by CIPRO Central Supplier Database (CSD) Registration Attach registration documents issued by National Treasury indicating unique registration number, etc ENVELOPE 2 TECHNICAL PROPOSAL: SUPPLY AND DELIVERY OF CONFERENCING AND BANQUETING FURNITURE FOR THE CONFERENCING FACILITY IN THE NEW VISITORS CENTRE BUILDING As per section 5.1 above, the Bidders must submit proposals in the following format: The following table will be utilised to evaluate the proposals received. Proposals should be numbered according to relevant paragraph in listed in the section below. In order to progress to the pricing evaluation bidders must have passed the mandatory requirements and met all evaluation criteria listed as required below. Divider Criteria Evidence 1 1 (a) 2 1 (b) 3 2 (a) 4 2 (b) Letter of completion for PREVIOUS WORK/PROJECT ON SUPPLY OF OFFICE FURNITURE Letter of appointment or completion for current or previous work on SUPPLY OF OFFICE FURNITURE projects detailing the VALUE OF THE PROJECT A furniture portfolio/ catalogue should be provided, comprising of approximately five (5) various office furniture ranges The company profile must also contain the entity s organisational structure, a staff organogram, as well as a project resources plan for this project detailing key staff, their experience and achievements. 11

12 Divider Criteria 5 3 (a) Evidence Provide an estimated project schedule/ programme of the works (preferably using a Gantt chart), with major item descriptions and time indicating a commitment to perform the works within the time specified ENVELOPE 3 FINANCIAL PROPOSAL: SUPPLY AND DELIVERY OF CONFERENCING AND BANQUETING FURNITURE FOR THE CONFERENCING FACILITY IN THE NEW VISITORS CENTRE BUILDING A two-phase evaluation process will be followed in the first phase evaluation the bids will be evaluated based on Local Content where all bids not meeting the required stipulated minimum threshold for local content as stated in paragraph 3 of the SBD 6.2 will be disqualified. In the second phase evaluation bids will be evaluated on the 90/10 principle with 90 points being allocated for price and 10 points allocated for B-BBEE. Only bids that meet the requirements of the stipulated minimum threshold for Local Content in the first phase evaluation will proceed to the second phase evaluation. Mandatory Requirements Compliant Pricing Schedule Pricing as per Bill of Quantities Preference Points Claim form Preference Points Claim form BBBEE Certificate Fully completed and signed SBD 3.1/3.2/3.3 forms Separate, detailed pricing proposal attached, matching the price on SBD 4 forms Fully completed and signed SBD 6.1 forms Fully completed and signed SBD 6.2 forms, together with Annexure C (Local Content Declaration: Summary Schedule) Attached a copy of BBBEE certificate issued by a Verification Agency accredited by SANAS or a Registered Auditor Pricing is subject to the addition of Preference Points as stipulated in the section below - Standard Bidding Document 6.1 Preference claim form 12

13 BID PRICE IN RSA CURRENCY (ALL APPLICABLE TAXES INCLUDED) Bid price in South African currency, foreign exchange risk is for the account of the Bidder. Only firm prices will be accepted. The price quoted is fully inclusive of all costs and taxes. changes or extensions or additional ad hoc costs are accepted once the contract has been awarded. Detailed information is optional and is provided as annexures to the details provided above. 7. SPECIAL CONDITIONS OF TENDER The Constitution Hill Development Company reserves the right to award the tender to one or more bidder/s. The Constitution Hill Development Company reserves the right to award the tender in whole or in part or not to award the tender at all. All bid prices accepted from the successful bidder/s will remain fixed and firm. The Constitution Hill Development Company reserves the right to refer components for testing to ensure that all specifications have been met. The successful bidder/s shall be expected to commence with delivery within three months (3) months of contract being awarded. The Constitution Hill Development Company will not be held liable for any expenses incurred by bidder/s during this bidding process. Bids containing misrepresentation of any facts will upon discovery be immediately disqualified. The Constitution Hill Development Company reserves the right to cancel the contract of the winning bidder/s if this misrepresentation is discovered. Bidders shall be notified of the decision of the Bid Adjudication Committee with 90 days of the closing of the Bid. The contract shall be concluded between The Constitution Hill Development Company and the successful bidder/s. The Constitution Hill Development Company reserves the right to invite bidder(s) to make a presentation on their proposals to the Bid Evaluation Panel. Bidder/s must provide referral letters from past completed projects. The Constitution Hill Development Company shall pay within thirty days after receipt of valid invoice Part payments will be made throughout the contract period as per Service Level Agreement. Each bid, once submitted, constitutes a binding and irrevocable offer to provide the Services on the terms set out in the bid, which offer cannot be amended or withdrawn after its date of submission. The Constitution Hill Development Company may, for any reason and at any time during the selection process, request any Bidder to supply further information and/ or documentation. 13

14 The appointment of the successful Bidder is subject to the conclusion of Service Level Agreement (SLA) between The Constitution Hill Development COMPANY and the successful Bidder governing all rights and obligations related to the required services. The SLA shall be prepared by The Constitution Hill Development Company to include such terms and conditions commonly included in agreements of such nature, together with any other terms and conditions which are required by The Constitution Hill Development Company (whether arising from the specifications of the proposal of the successful Bidder or otherwise). After careful consideration and thorough examination of the proposals, The Constitution Hill Development Company shall select the successful Bidder whose proposal most closely satisfies the criteria and the requirements. The cheapest price offered will not necessarily be a decisive factor in choosing between Proposals. Bidders which have not been selected shall be informed accordingly in writing. The name of the successful bidder will be published on the Constitution Hill website. The Constitution Hill Development Company reserves the right to reject a product/s which the Constitution Hill Development Company deems to be below acceptable quality or standard. Joint ventures are eligible to submit bids provided that: This will only be considered to be valid if there is proof of agreement signed by all parties involved. Submission of applicable: Resolution by the Legal Entity, or consortium / joint venture, authorizing a dedicated person(s) to sign documents on behalf of the firm / consortium / joint venture. In the case of sub-contracting or joint venture arrangement, the Constitution Hill Development Company will enter into a single contract with the principal bidder. The Constitution Hill Development Company reserves the right to request from bidders to provide a full audited company financial statements and the suretyship from a financier in case where the company is not in good financial standing. In case where company, partnership or close corporation commences business for the first time or either don t have capital;; the following particulars must be furnished: Full surety / letter of a registered, reputable financial institute/ company that will assist with the commencement of the project/ contract e.g. buying material. 8. CONTRACT MANAGEMENT The award of this contract to the selected supply provider establishes the contract between Constitution Hill and the appointed supply provider. The contract is inclusive of potential downstream work as specified in this document where the nature and quantity of supplies are not determinable at the commencement of this contract and variable delivered quantity where the exact supplies are specified at the commencement of this contract except for quantities and date of delivery. 14

15 Such potential downstream supplies follow the process of a detailed quotation of the supply required, evaluation of the supply quotation received and, where necessary, request either further detail or negotiate upon value of supply quoted and the issue of an official Purchase Order for the agreed supply prior to the commencement of such supply. Variable delivered supply follows the process of issuing a detailed official Purchase Order specifying the exact description including catalogue numbers and unit pricing as in this contract as well as the quantity, date of the required delivery and location of the delivery. Variable delivered supply generates a stream of call off instructions as and when Constitution Hill requires these from the contracted supplies. 9. CONTRACT PERIOD The contract will commence with immediate effect upon the signing of the Acceptance of Written Offer and will be for a period of SIX (6) months. 10. SUPPLY DELIVERY VALIDATION The certificate and the related report of delivery/installation/progress milestone/commissioning will be validated by a Constitution Hill representative prior to payment of final invoices. 11. PAYMENT INTERVALS Constitution Hill undertakes to pay delivery validated invoices in full within thirty (30) days from the invoice date or upon agreed payment intervals as accepted in this contract. invoices for outstanding deliverables or for any unproductive or duplicated time spent by the service provider will be validated for payment. Constitution Hill does not accept predating of invoices. 12. INSURANCE The Service Provider undertakes that it has, and shall maintain for the duration of this Agreement, adequate insurance to cover its potential liability to Constitution Hill and other third Parties under this Agreement. Constitution Hill shall have the right to examine the insurance cover maintained by the Service Provider at any time during the period of this Agreement. 13. ASSETS All assets acquired and paid for by Constitution Hill in executing this agreement will become the property of Constitution Hill upon completion of this agreement. 15

16 ANNEXURE A DETAILED SPECIFICATIONS OF CONFERENCE FURNITURE BANQUET ROUND TABLES MOBILE FLIP TOP NESTING CONFERENCING TABLES BANQUETING CHAIRS TROLLIES TRAINING CHAIRS NET SIDE CHAIRS (OR EQUIVALENT ALTERNATIVE) High end banqueting table with a folding mechanism for effortless handling and mobility. Heavy duty castors that automatically engage and disengage. High pressure laminate top with Black PVC edge protection. Size 1800mm dia round locally stocked. Service Providers should provide pictures, specifications and costs of the various options and sizes they are able to supply Mobile flip fold and nest training tables fitted with lockable caster wheels and a click and release folding mechanism which allows the table top to fold away so that multiple tables can be wheeled and nested together out of the way. 25mm Top / Brushed Silver legs / Lockable castors 2,100 (L) x 750 (W) x 725 (H) Service Providers should provide pictures, specifications and costs of the various options and sizes they are able to supply. Indicate all finishes available. High end banqueting chairs upholstered seat with upholstered or polyprop back. Stackable 10 high. Approximate Dimensions Width 510mm Depth 570mm Height 820mm Seat height 455mm Service Providers should quote on other options as well. Provide pictures, specifications and costs of the various options and sizes they are able to supply. Indicate all finishes available. Suggested alternatives should be of a similar quality and standard. Trolley s for the transportation of the suggested banqueting chairs proposed NET Side Chair / Polypropylene seat & back / Interlinking skid stoppers / Chrome sleigh frame / Stackable / black Service Providers should quote on other options as well. Provide pictures, specifications and costs of the various options and sizes they are able to supply. Indicate all

17 TROLLEY S COCKTAIL TABLES finishes available. Suggested alternatives should be of a similar quality and standard. Stacking trollies with lockable casters capable of stacking 45 chairs- for chairs proposed Gentas Werzalit cocktail table tops. Provide options on wood and colours. 800 square with dining bases in cast aluminum with epoxy coated steel upright. Self levelling feature to automatically level the table with no intervention required. Service Providers should quote on other options as well. Provide pictures, specifications and costs of the various options and sizes they are able to supply. Indicate all finishes available. Suggested alternatives should be of a similar quality and standard