Issue Date : 10 th March Closing Date : 10 th April Briefing Session Date Time. : 20 th March Issue: 1 Issue Date: 07/04/2016 Page 1

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1 REQUEST FOR PROPOSALS FOR THE PROVISION OF SPECIALISED SERVICES FOR AN ECONOMIC IMPACT ASSESSMENT STUDY AT AIRPORTS COMPANY SOUTH AFRICA SOC LIMITED (ACSA) Tender Number: : COR59/2017 Issue Date : 10 th March 2017 Closing Date : 10 th April 2017 Briefing Session Date Time : 20 th March 2017 Page 1

2 SECTION 1: INSTRUCTIONS TO BIDDERS 1.1 Collection of RFP documents The tender documents will be available from Friday the 10 th March Electronic copies of the tender documents will be available for download on the National Treasury Data Base during the same period. No bid documents will be available at the briefing session. 1.2 Submission of bid documents The envelopes containing bid documents must have on the outside, the bidder s return address, the full description of the tender, tender number and the details of the Tender Management Office/Procurement department where the bid will close. The documents must be signed and completed by a person who has been given authority to act on behalf of the bidder. The bottom of each page of the bid documents must be signed or stamped with the bidder s stamp as proof that the bidder has read the tender documents. Bid documents must be submitted on or before 12h00 (PM) on Monday the 10 th April 2017 using the following method: a) Hand delivery: The bid document must be delivered to the Tender Management Office located at the address below Tender box A: The Tender Box A is located at: ACSA Offices North Wing 3 rd Floor OR Tambo International Airport Proposals must be in triplicate (an original printed copy and two printed copies of the original) together with an electronic copy of the bid documents using a compact disc or flash drive. The original copy will be the legal and binding copy, in the event of discrepancies between any of the submitted documents; the original copy will take precedence 1.3 Alternative Bids As a general rule ACSA only accepts bids which have been prepared in response to the tender invitation. However, for this tender alternative bids will be accepted provided the alternative bid is accompanied by the original bid response which materially complies with the specifications of this tender invitation. The alternative bid will only be considered where the bidder has submitted together with its alternative bid, an offer which Page 2

3 materially complies with the requirements of this tender. Alternative bids will also be evaluated using the predetermined evaluation criteria stipulated in this tender document. 1.4 Late Bids 1.5 Clarification and Communication Name: Ms Portia Motsieloa Designation: Buyer Tel: Request for clarity or information on the tender may only be requested until Friday the 7 th April Any responses to queries or for clarity sought by a bidder will also be sent to all the other entities which have responded to the Request for Proposal invitation. Bidders may not contact any ACSA employee on this tender other than those listed above. Contact will only be allowed between the successful bidder and ACSA Business Unit representatives after the approval of a recommendation to award this tender. Contact will also only be permissible in the case of pre-existing commercial relations which do not pertain to the subject of this tender. 1.6 A Compulsory Session A compulsory session will be held on Monday the 20 th March 2017 at 12(Midday). The session will be held at the following location: Airports Company South Africa (ACSA) Willows Building (Supply Chain Boardroom) Riverwoods Office Park Bedfordview Page 3

4 1.7 Bid Responses Bid responses must be strictly prepared and returned in accordance with this tender document. Bidders may be disqualified where they have not materially complied with any of ACSA s requirements in terms of this tender document. Changes to the bidder s submission will not be allowed after the closing date of the tender. All bid responses will be regarded as offers unless the bidder indicates otherwise. No bidder or any of its consortium/joint venture members may have an interest in any of the other bidder/joint venture/consortium participating in this bid. 1.8 Disclaimers It must be noted that ACSA may: a) Award the whole or a part of this tender; b) Split the award of this tender; c) Negotiate with all or some of the shortlisted bidders; d) Award the tender to a bidder other than the highest scoring bidder where objective criteria allow; and/or e) Cancel this tender. 1.9 Validity Period ACSA requires a validity period of one hundred and twenty (120) business/working days calculated from the closing date for Proposal submission. During the validity period the prices which have been quoted by the bidder must remain firm and valid. It is only in exceptional circumstances where ACSA would accommodate a proposal to change the price Confidentiality of Information ACSA will not disclose any information disclosed to ACSA through this tender process to a third party or any other bidder without any written approval form the bidder whose information is sought. Furthermore, ACSA will not disclose the names of bidders until the tender process has been finalised. Bidders may not disclose any information given to the bidders as part of this tender process to any third party without the written approval from ACSA. In the event that the bidder requires to consult with third Page 4

5 parties on the tender, such third parties must complete confidentiality agreements, which should also be returned to ACSA with the bid Hot Line ACSA subscribes to fair and just administrative processes. ACSA therefore urges its clients, suppliers and the general public to report any fraud or corruption to: Airports Company South Africa TIP-OFFS ANONYMOUS Free Call: Free Fax: Page 5

6 SECTION 2: BACKGROUND, PURPOSE AND SCOPE OF WORK 2.1 Background Airports Company South Africa SOC Limited (ACSA) wishes to commission a study to provide an authoritative and evidenced assessment of the economic impact of South African airports. This study should: a) Be a concise and readable document, evidence-based and focused on facts and figures, rather than overlydescriptive argumentation concerning the economic impact of aviation/airports which is already in the public domain; b) Contain a quantification of the direct & indirect economic impact of airports in South Africa, expressed in terms of jobs and volume of Gross Domestic Product (GDP) supported, or else expressed in a manner which is clearly understandable to a non-expert; c) Contain a current quantification of the wider catalytic economic impact of airports in South Africa, expressed in terms of jobs and Gross Domestic Product (GDP) supported, or else expressed in a manner which is clearly understandable to a non-expert; d) Contain robust and credible aggregate ratios which link airport activity levels to corresponding wider economic impacts (e.g. the number of new jobs and the increase in GDP associated with a specific increase in passenger traffic). Such ratios should allow individual airports to make a high-level assessment as to their own economic impact, and should therefore attempt to take into account the heterogeneous nature of the South African airport industry (e.g. small, medium and large regional airports, large hubs, airports with high % of LCC traffic, airports with significant based aircraft, etc.) and the other activities impacted by the airport business (e.g. real estate, tourism) in order to highlight the areas where the impact is wider; e) Judiciously use case studies which reinforce rather than detract from the overall narrative; f) Consider industry, sectoral and wider economic trends in the last decade where these may have changed the nature of the relationship between airports and the wider economy examples of these may include the increased outsourcing of airport and airline staff, the emergence of new airport ownership models, stricter security requirements, airline downsizing and new business models, etc.; and g) Consider future trends within the airport industry & aviation sector, and potential implications for the economic impact of airports e.g. the South African airport capacity crunch, aviation taxes, restrictions to airline market access, curtailing of public funding of airports, etc. Resulting in a clear, accessible report which meets the study's objectives through: h) evidenced economic analysis which makes best use of available quantitative data and economic analysis, uses case studies both to illustrate the economic value supported by South African airports and to exemplify key trends; i) the presentation of its findings through a structured and compelling story line in a clearly written style, making appropriate use of graphics and similar devices; Page 6

7 j) he creation of back-up annexes or working papers where such additional evidence or argument needs to be made available but might otherwise clutter the main report; and k) the creation, overall, of a body of material which will provide a reference point for debate and policymaking and which will remain relevant and of value for several years. There are several specific issues within the wider study on the economic impact of airports, which may be worthy of further examination. ACSA would be interested to receive within interested parties responses, proposals on whether and how the below issues should be approached in any study. Whether these issues are considered further will be determined following dialogue with the successful party. These issues are: l) Consideration of the nature of jobs associated with the South African airport industry (age profile of workers, varying levels of skill required, etc.); m) Consideration of the importance of the airport industry to small and medium enterprises (SMEs) n) Consideration of the role of non-aeronautical activities and in particular travel retail and real estate within the South African airport industry, and subsequently within the wider impact of airports, and the possible collection of data which would allow some calculation of this impact; o) Consideration of the wider local social benefits attributable to airports and associated aviation activity; p) Consideration of the relationship between total public funding received by the industry and the overall industryrelated impact upon GDP and state income; and q) Consideration by global/international businesses of accessibility to regional airports as a determinant for decisions on location of activities/subsidiaries. 2.2 Purpose of this Tender Airports Company South Africa hereby invites proposals to commission an Economic Impact Assessment Study to provide an authoritative and evidenced assessment of the economic impact of South African airports. The study will be published. It is intended that the initial results will be form part of the ACSA integrated report published in August Key quantitative results within the study will therefore need to be completed by 30 May A near final draft of the study should be ready by 1 July Scope of Work The proposal needs to demonstrate access to a range of skills, experience and expertise, in particular: a) a high level of economic understanding, in particular of the nature of the relationship between individual sectors and industries with wider national, regional and global economies, as well as the quantitative and qualitative techniques applied to assess and express the nature of these relationships in a clear and objective manner; b) a good understanding of the aviation sector; Page 7

8 c) experience of undertaking similar studies; d) proven ability to undertake the statistical analysis relevant to assessing the economic impact of an individual sector and/or industry; e) understanding of the major sources of relevant data, including the ability to source and utilise this data effectively for the purposes of this study; and f) a track record of delivering readable reports dealing with complex, economically- oriented subject matter which cover the ground with relevant rigour but are also accessible to non-specialist policymakers and interested wider audiences, with specific examples of these reports. 2.4 Written Bid It is a requirement that a written bid/submission be made by the prospective service provider covering the following aspects: a) Introduction and executive summary: Brief overview of proposed approach, experience in this field, key personnel and total cost. b) Company Overview, Relevant Experience and number of years performing similar studies. Company must indicate the number of years it has been in existence with key focus areas of its business. c) Project approach and methodology: Demonstrate a clear understanding of the Key Issues involved in describing and assessing the Economic Environmental and Social impact of airports in South Africa, including how best to quantify this impact where possible and of value, and to draw lessons from, or distinctions with, other sectors; Project plan: Submit a detailed scoping of the types of quantitative and other analysis that will be undertaken; Provide Data Sources that will be utilised, how that data will be accessed and what information is expected from ACSA. NB: While ACSA will provide some support, consultants should not expect to have unrestricted access to the data of multiple airports, and should be able to derive the findings of the study from other sources as well; Case studies: role in the analysis, including how those case studies will be selected and pursued; Originality, what will be produced, as opposed to the simple gathering of information in the public domain and ; Successful activations demonstrating proficiency to deliver across various aspects of business effectively (socio-economic development, environment, safety/security, transport economy, political imperatives, international ventures, information technology, etc.). d) Team: Overview detailing the project team, including: Qualifications and experience of individual members of the team; Role that each will play and degree of time commitment anticipated from each; Page 8

9 Project management structure with overall responsibility for delivery clearly defined and allocated, including identification of a project lead; e) Cost proposal and project schedule: A detailed timetable for the project which fulfils the project's requirements and provides a clear set of deliverables against which progress can be periodically assessed and interim comments provided; A fee proposal and payment schedule. The latter should be weighted to successful completion of the project. Any interim payments should be clearly tied to interim deliverables - associated travel costs shall be invoiced separately; and f) Identification of any possible actual or perceived conflicts of interest. 2.4 Implementation The study will be published. It is intended that the initial results will be form part of the ACSA integrated report which will be published in August Key quantitative results within the study will therefore need to be completed by 30 May A near final draft of the study should be ready by 1 July In advance of that, with work commencing with the results of this tender at the beginning of April 2017, there will need to be staging posts for the work tied to deliverables to enable ACSA to gain the necessary assurance on progress and to feed in comments in a timely way. The tender should contain clear proposals for such staging posts and deliverables, as well as information on regular meetings to review progress against the project plan. Page 9

10 SECTION 3: PREFERENCE POINTS AND PRICE 3.1 Preference Points Claims In terms of the PPPFA and its regulations only a maximum of 20 points may be awarded for preference. The preferential point systems are as follows: a) The 90/10 system for requirements with a Rand value above R (all applicable taxes included). The value of this bid is estimated to exceed/not exceed R (all applicable taxes included) and therefore the 90/10 system shall be applicable. Preference points for this bid shall be awarded for: 3.2 The maximum points for this bid are allocated as follows: Points Price 90 B-BBEE Status Level of Contribution 10 Total Points for Price and B-BBEE must not Exceed Failure on the part of a bidder to fill in and/or to sign this form and submit a B-BBEE Verification Certificate from a Verification Agency accredited by the South African Accreditation System (SANAS) or a Registered Auditor approved by the Independent Regulatory Board of Auditors (IRBA), an affidavit in the case of Qualifying Small Enterprises and an Emerging Micro Enterprises or an Auditor/Accounting Officer as contemplated in the Close Corporation Act (CCA) together with the bid, will be interpreted to mean that preference points for B-BBEE status level of contribution are not claimed ACSA reserves the right to require of a bidder, either before a bid is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by ACSA. 3.3 Definitions Page 10

11 3.3.1 All Applicable Taxes includes value-added tax, pay as you earn, income tax, unemployment insurance fund contributions and skills development levies; B-BBEE means broad-based black economic empowerment as defined in section 1 of the Broad -Based Black Economic Empowerment Act; B-BBEE status level of contributor means the B-BBEE status received by a measured entity based on its overall performance using the relevant scorecard contained in the Codes of Good Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad- Based Black Economic Empowerment Act; Broad-Based Black Economic Empowerment Act means the Broad-Based Black Economic Empowerment Act, 2003 (Act No. 53 of 2003); Comparative Price means the price after the factors of a non-firm price and all unconditional discounts that can be utilized have been taken into consideration; Consortium or Joint Venture means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract; EME means any enterprise with an annual total revenue of R5 million or less in terms of the B-BBEE Codes of Good Practice of 2007 and an entity with a turnover of less than R 10 million in terms of the amended B-BBEE Codes; Firm Price means the price that is only subject to adjustments in accordance with the actual increase or decrease resulting from the change, imposition, or abolition of customs or excise duty and any other duty, levy or tax, which, in terms of the law or regulation, is binding on the contractor and demonstrably has an influence on the price of any supplies, or the rendering costs of any service, for the execution of the contract; Functionality means the measurement according to predetermined norms, as set out in the bid documents, of a service or commodity that is designed to be practical and useful, working or operating, taking into account, among other factors, the quality, reliability, viability and durability of a service and the technical capacity and ability of a bidder; Non-Firm Prices means all prices other than firm prices; Person includes a juristic person; Rand Value means the total estimated value of a contract in South African currency, calculated at the time of bid invitations, and includes all applicable taxes and excise duties; Total Revenue bears the same meaning assigned to this expression in the Codes of Good Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act and promulgated in the Government Gazette on 9 February 2007; Page 11

12 Trust means the arrangement through which the property of one person is made over or bequeathed to a trustee to administer such property for the benefit of another person; and Trustee means any person, including the founder of a trust, to whom property is bequeathed in order for such property to be administered for the benefit of another person. 3.4 Adjudication Using A Point System The bidder obtaining the highest number of total points will be awarded the contract, unless objective criteria exist justifying an award to another bidder or ACSA exercises one or more of its disclaimers Preference points will be calculated after prices have been brought to a comparative basis taking into account all factors of non-firm prices and all unconditional discounts Points scored will be rounded off to the nearest 2 decimal places. 3.5 Award of Business where Bidders have Scored Equal Points Overall In the event that two or more bids have scored equal total points, the successful bid will be the one scoring the highest number of preference points for B-BBEE However, when functionality is part of the evaluation process and two or more bids have scored equal points including equal preference points for B-BBEE, the successful bid will be the one scoring the highest score for functionality Should two or more bids be equal in all respects, the award will be decided by the drawing of lots. 3.6 Points Awarded for Price The 90/10 Preference Point Systems A maximum of 90 points is allocated for price on the following basis: 90/10 Ps 90 1 Pt P min P min Where Page 12

13 Ps = Points scored for comparative price of bid under consideration Pt = Comparative price of bid under consideration Pmin = Comparative price of lowest acceptable bid 3.7 Points Awarded for B-BBEE Status Level of Contribution In terms of Regulation 5 (2) and 6 (2) of the Preferential Procurement Regulations, preference points must be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table below: B-BBEE Status Level of Contributor Number of Points (90/10 system) Non-compliant contributor 0 Bidders who qualify as EMEs in terms of the B-BBEE Act must submit an affidavit stating its annual turnover, 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. Page 13

14 3.7.2 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. QSEs have an additional option of submitting a sworn affidavit as its B-BBEE certificate in terms of the amendments to the B-BBEE Codes of Good Practice in 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 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. 3.8 Bid Declaration Bidders who claim points in respect of B-BBEE Status Level of Contribution must complete the following: B-BBEE Status Level of Contribution Claimed in Terms of Paragraphs and 3.7.1: B-BBEE Status Level of Contribution: = (maximum of 10 or 20 points) (Points claimed in respect of paragraph must be in accordance with the table reflected in paragraph and must be substantiated by means of a B-BBEE certificate issued by a Verification Agency accredited by SANAS or a Registered Auditor approved by IRBA or an Accounting Officer as contemplated in the CCA). Page 14

15 3.9 Sub-Contracting Will any portion of the contract be sub-contracted? YES / NO (*Delete whichever is not applicable) If yes, indicate: a) The sub-contracted percentage is: % b) The name of the sub-contractor is: c) The B-BBEE status level of the sub-contractor is: d) The sub-contractor is an EME: YES / NO 3.10 Declaration with Regard to the Bidder Name of bidding entity VAT Registration number: Company registration number: Type of company / firm: Partnership/Joint Venture / Consortium One person business/sole propriety Close corporation Company (Pty) Limited [TICK APPLICABLE BOX] Describe principal business activities Page 15

16 Company Classification Manufacturer Supplier Professional service provider Other service providers, e.g. transportation, etcetera. [TICK APPLICABLE BOX] Total numbers of years the company / firm has been in business: I/we, the undersigned, who is/are duly authorised to do so on behalf of the company/firm, certify that the points claimed, based on the B-BBEE status level of contribution indicated in paragraph of the foregoing certificate, qualifies the company/ firm for the preference(s) shown and I / we acknowledge that: The information furnished is true and correct; The preference points claimed are in accordance with the General Conditions as indicated in paragraph 3.1 of this Section; In the event of a contract being awarded as a result of points claimed as shown in paragraph 3.7.1, the contractor may be required to furnish documentary proof to the satisfaction of ACSA that the claims are correct; If the B-BBEE status level of contribution has been claimed or obtained on a fraudulent basis or any of the conditions of contract have not been fulfilled, ACSA may, in addition to any other remedy it may have: a) Disqualify the person from the bidding process; b) Recover costs, losses or damages it has incurred or suffered as a result of that person s conduct; c) Cancel the contract and claim any damages which it has suffered as a result of having to make less favourable arrangements due to such cancellation; d) Restrict the bidder or contractor, its shareholders and directors, or only the shareholders and directors who acted on a fraudulent basis, from obtaining business from ACSA for a period not exceeding 10 years, after the audi alteram partem (hear the other side) rule has been applied; and e) Forward the matter for criminal prosecution. Witnesses: 1. Page 16

17 2. Signature(s) of bidder(s) Date: Address: Page 17

18 SECTION 4: EVALUATION CRITERIA 4.1 Evaluation Criteria ACSA will use a pre-determined evaluation criterion when considering received bids. The evaluation criteria will consider the commitment made for local production and content where applicable/ Supplier Development/ functionality/technical/price and B-BBEE. During the evaluation of received bids ACSA will make an assessment whether all the bids comply with set minimum requirements and whether all returnable documents/information have been submitted. Bidders which fail to meet minimum requirements, thresholds or have not submitted required mandatory documents will be disqualified from the tender process. The requirements of any given stage must be complied with prior to progression to the next stage. ACSA reserves the right to disqualify bidders without requesting any outstanding document/information. 4.2 A staged approach will be used to evaluate bids and the approach will be as follows: Stage 1 Stage 2 Stage 3 Stage 4 Check if all the documents have been received Evaluate on functionality or the technical aspect of the bid Evaluate price and Preference (B-BBEE) Post tender negotiations if applicable Page 18

19 4.3 Mandatory Requirements A list of mandatory returnable documents must be consulted to understand which documents are required at the closing date and time. Further, to the mandatory returnable documents/information ACSA will only consider bidders which have: a) Acceptance of ACSA s terms and conditions b) Proof of attendance at a compulsory briefing meeting c) Proof of Bidder s registration on the National Treasury Central Supplier Database 4.4 SARS Tax clearance certificate Bidders should submit a valid and original SARS clearance certificate / PIN / proof of application. No tender may be awarded to any Bidder whose tax matters have not been declared to be in order by the South African Revenue Services. 4.5 Functionality / Technical The functionality/technical evaluation will be conducted by the end-user/operations/the Bid Evaluation Committee which comprises of various skilled and experienced members from diverse professional disciplines. The evaluation process will be based on prequalification/threshold criteria. The criteria will be as follows: Threshold The functional/technical evaluation will be based on a threshold, where bidders which fail to achieve a minimum of 70 points out of a total of 100 points on the functional/technical stage will not be considered further in the evaluation. It should be further noted that a minimum qualifying score per criteria must be met as set out in the table below. Page 19

20 Assessment Area Weighting Minimum threshold 1. Company Presentation and Relevant Experience Company Overview, Relevant Experience and number of years performing similar studies. Company must indicate the number of years it has been in existence with key focus areas of its business. 0-3 years (5) >3 5 years (15) >5 years (20) 2. Project Approach and methodology Demonstrate a clear understanding of the Key Issues involved in describing and assessing the Economic Environmental and Social impact of airports in South Africa, including how best to quantify this impact where possible and of value, and to draw lessons from, or distinctions with, other sectors = 5 points - Project plan: Submit a detailed scoping of the types of quantitative and other analysis that will be undertaken= 5 points - Provide Data Sources that will be utilised, how that data will be accessed and what information is expected from ACSA. NB: While ACSA will provide some support, consultants should not expect to have unrestricted access to the data of multiple airports, and should be able to derive the findings of the study from other sources as well= 5 points - Case studies: role in the analysis, including how those case studies will be selected and pursued= 5 points - Originality, what will be produced, as opposed to the simple gathering of information in the public domain= 5 points - Successful activations demonstrating proficiency to deliver across various aspects of business effectively (socioeconomic development, environment, safety/security, transport economy, political imperatives, international ventures, information technology, etc.) = 5 points 3. References from existing clients or not older than 3 years. The Bidder must provide a minimum of three (3) relevant contactable references of similar work done. - Four (4) references required- 5 points for each = 20 points - Three(3) references required 5 points for each = 15 points - If no reference provided or partial references provided for example 1 or 2 references = 0 4. Expertise and demonstration of qualified human and other resources Page 20

21 - Qualifications and experience of individual members of the team= 10 points - Bidder to provide CVs and list the number of years of experience of the dedicated team members for the ACSA assignment. The team members must have experience in projects of a similar nature= 10 points - Role that each will play and degree of time commitment anticipated from each= 5 points - Project management structure with overall responsibility for delivery clearly defined and allocated, including identification of a project lead; = 5 points Total Price and B-BBEE This is the final stage of the evaluation process and will be based on the PPPFA preference point system of 90/10. Price will amount to 90 points, whilst preference will be 10 points. The award of business will be made to a bidder which has scored the highest overall points for this stage of the evaluation, unless objective criteria exists, justifying an award to another bidder or ACSA splits the award or cancels the tender, etcetera. The pricing schedule to be completed is as follows: Description Estimated Hours Cost/rate per hour Total cost per resource for duration of project a) b) Grand Total *If the titles differ in your firm, please indicate the equivalent. Bidders must only price in accordance with the pricing schedule above, this will enable ACSA to compare priced offers. Failure to submit a priced offer using the prescribed schedule will make the bid liable for disqualification. Disbursements will be reimbursed at actual cost. The successful bidder will be required to provide proof of expenses in order to be reimbursed. Other expenses, for example accommodation (specify, e.g. three star hotel, bed and breakfast, telephone cost, reproduction cost, etcetera). On basis of these particulars, certified invoices will be checked for correctness. SECTION 5: RETURNABLE DOCUMENTS Page 21

22 5.1 Mandatory Returnable documents ACSA will disqualify from the tender process any bidder that has failed to submit mandatory returnable documents and information on the closing date and time. Bidders should therefore ensure that all the mandatory returnable documents and information have been submitted. In order to assist bidders, ACSA has also included a column next to the required mandatory document and information to enable bidders to keep track of whether they have submitted or not. The mandatory documents and information are as follows: Page 22

23 5.2 Other Returnable Documents and information MANDATORY RETURNABLE DOCUMENTS AND INFORMATION SUBMITTED [Yes or No] Valid, Original Tax Clearance Certificate Or Tax Compliance Status Pin Or Proof Of Submission (ACSA will not award a tender to a bidder whose tax affairs have not been declared to be in orders by SARS) B-BBEE Certificate (certified copy or original) Proof of attendance at a compulsory briefing meeting Proof of Bidder s registration on the National Treasury Central Supplier Database Names and identity numbers of Directors Certificate of Incorporation Priced offer Declaration of Interest Form Non-Disclosure Agreement Organizational Structure illustrating the composition and reporting relationship of the team Methodology and project approach for tasks identified in Scope Work plan giving comprehensive description of the work activities and time schedule etc. Page 23

24 5.3 Validity of submitted information Bidders must ensure that any document or information which has been submitted in pursuance to this tender remains valid for the duration of the contract period. The duty is on the bidder to provide updated information to ACSA immediately after such information has changed. Page 24

25 SECTION 6: REQUEST FOR PROPOSAL SUBMISSION CHECKLIST ITEM DOCUMENT YES INCLUDED NO 1 Acceptance of Request for Proposal Terms & Conditions and Bidders Particulars 2 Covering Letter 3 Company background & Executive Summary & Organogram ( Organizational Structure illustrating the composition and reporting relationship of the team) 4 Names and identity numbers of Directors 5 Certificate of Incorporation 6 Joint Venture (JV) Agreement (If Applicable) 7 Schedule of Staff available for the services 8 Bidders relevant Experience, Bidders Contract References and List of References to the services 9 Original B-BBEE Certificate from approved certification body Original Tax Clearance Certificate (ACSA may not award a bid to a bidder whose tax affairs have not been declared to be in orders by SARS) also submit a Pin and (POA) Proof of Application Declaration of Insolvency or Liquidation, Latest Audited Financial Statements, Credit References and Banking Reference 12 Methodology and approach for tasks identified in Scope 13 Work plan giving comprehensive description of the work activities and time schedule etc. 14 Schedule of Rates/Price Bid 15 Declaration of conflict of interest and Declaration Form 16 Declaration of forbidden practises 17 Proof of attendance at a compulsory briefing meeting 18 Proof of Bidder s registration on the National Treasury Central Supplier Database Page 25

26 APPENDIX 1: ACCEPTANCE OF TERMS AND CONDITIONS OF RFP AND BIDDERS PARTICULARS TO: The Airport Manager Airports Company South Africa Limited. Proposal No: 1. Bidder s Name and Contract Details Bidder: Physical Address: Correspondence to be addressed to: Fax Number: Phone numbers: Address: Contact Person: 2. Proposal Certification We hereby submit a Proposal in respect of the [INSERT PROPOSAL DETAIL] Airports Company South Africa s requirements. in accordance with We acknowledge that Airports Company South Africa s terms and conditions (as amended and mutually agreed between the parties if necessary) shall apply to the agreement with the successful Bidder, Page 26

27 We have read, understand and agree to be bound by the content of all the documentation provided by Airports Company South Africa in this Request for Proposal. We accept that Airports Company South Africa s Tender Board s decision is final and binding. We certify that all forms of Proposal as required in the Proposal document are included in our submission. We certify that all information provided in our Proposal is true, accurate, complete and correct. This Proposal is specific to this project only; it has no impact, influence or effect on any other project for which a Proposal may be submitted. The undersigned is/are authorized to submit and sign the Proposal that shall be binding on closure of the Proposal submission. The Proposal is binding on this Tenderer for a period which lapses after one hundred and twenty (120) business/working days calculated from the closing date for Proposal submission. Thus done and signed at on this the day of 2017 Signature: Name: For and behalf of: Tendering entity name: Capacity: Page 27

28 APPENDIX 2: COVER LETTER NOTE: A covering letter must be provided to properly identify the bid and to highlight other general information that the Bidder has included regarding, for instance, the business and/or organisation. Page 28

29 APPENDIX 3: COMPANY BACKGROUND, EXECUTIVE SUMMARY & ORGANOGRAM Provide an executive summary and organogram including the highlights of your bid and the price for the implementation. This must be signed by a duly authorised representative. (Please limit this to one page). Your company s profile, including a brief background and outlining the number of people it employs, stability and capacity of your fund management offering, and the period for which you have been providing these services. A schematic representation of the structure of the bidding company needs to be supplied. If you are responding as a joint venture or consortium, please submit an organogram for each of the companies involved, and one to illustrate the composition of the joint venture or consortium. Page 29

30 APPENDIX 4: NAMES AND IDENTITY NUMBERS OF DIRECTORS Page 30

31 APPENDIX 5: CERTIFICATE OF INCORPORATION Page 31

32 APPENDIX 6: SIGNED, CERTIFIED COPY OF THE JOINT VENTURE AGREEMENT OR MEMORANDUM OF UNDERSTANDING (IF APPLICABLE) (Attach here) Page 32

33 APPENDIX 7: SCHEDULE OF HUMAN RESOURCES AVAILABLE FOR THE SERVICES a) Human Resources available (quantities): Number of Full time employees Office Manager Office Administrator Professionals Consultants/Senior Consultants Managers/Senior Managers Trainers Other (Specify). Provide a two or three page resume for each proposed resources named below indicating relevant experience. Name and Position/ Related Qualifications Professional Full Indicate Proof and Surname of Job Title Experience Registration time/part Specialist abridged Employee (years) time knowledge /skills CV attached Yes Page 33

34 APPENDIX 8: BIDDER S RELEVANT EXPERIENCE AND LETTERS OF REFERENCES (MOST RECENT CONTRACTS) Company Name Type of Value of Duration of Contact Contact Details Original Services Contract Contract Name letter of Provided reference attached in the reference template provided (Yes/No) Page 34

35 APPENDIX 8 CONTINUES: REFERENCE LETTER TEMPLATE (REFERENCE TO BE PRINTED ON LETTER HEAD OF REFEREES) Attn.: ACSA Supply Chain Management - Corporate Airports Company South Africa Limited Procurement.Corp@airports.co.za Facsimile ( ) Date: To Whom It May Concern ACSA: RFP REFERENCE No. : I hereby confirm that: The Bidder: performed work for our Company. The work was completed to our satisfaction and successfully implemented at our Company. The estimated value of the contract with the Bidder was R. The Bidder performed the specified work for our Company below: From To MM/YYYY MM/YYYY Note to referee: If any other work was done, please explain the relationship with your company Yours faithfully NAME & SURNAME POSITION Page 35

36 APPENDIX 9: VALID AND ORIGINAL B-BBEE CERTIFICATE (Attach valid B-BBEE verification certificate with actual score to claim B-BBEE points and supporting BEE details) Page 36

37 APPENDIX 10: VALID, ORIGINAL TAX CLEARANCE CERTIFICATE OR TAX COMPLIANCE STATUS PIN OR PROOF OF SUBMISSION (Attach here) Page 37

38 APPENDIX 11: FINANCIAL INFORMATION: DECLARATION OF SOLVENCY OR LIQUIDATION (Attach here using bidder s letterhead) Page 38

39 APPENDIX 11 CONTINUES: LATEST AUDITED FINANCIAL STATEMENTS (Attach latest audited Financials here) Page 39

40 APPENDIX 11 CONTINUES: NAME, ADDRESS AND TELEPHONE NUMBERS OF AT LEAST ONE (1) CREDIT REFERENCES (Bidders are required to attach original letters of good standing to confirm past credit track records) Page 40

41 APPENDIX 11 CONTINUES: A MINIMUM OF ONE (1) BANKING REFERENCE (Attach here) Page 41

42 APPENDIX 12: METHODOLOGY AND APPROACH FOR TASKS IDENTIFIED IN SCOPE (Detail Methodology and Project Approach on how the important milestones of services will be successfully carried including turn-around times). (Attach here) Page 42

43 APPENDIX 13: WORK PLAN GIVING COMPREHENSIVE DESCRIPTION OF THE WORK ACTIVITIES AND TIME SCHEDULE ETC. Page 43

44 APPENDIX 14 SCHEDULE OF RATES/PRICE BID Price Proposal The Bidder is to complete the offer separately to ACSA by inserting a separate proposed rates and pricing as applicable to the proposal. The costing should be based on fixed fees for at least the first twelve months of the contract period. Costing must include absolute amount for the services per annum including price adjustment if applicable. Resource rates must also be provided per seniority but only for ad-hoc services that might be required related but outside the scope of this tender. Travel costs will be the responsibility of the bidder unless the travelling is specifically requested by ACSA is outside the insurance portfolio renewal period. Include a complete cost and pricing data breakdown for all costs identified in the work plan. Please note that fees may be negotiated on an individual project basis taking into consideration the scope of the project, the client organizations fiscal constraints, and the consultant s compensation requirements. Rate per resource: Resource Rate per hour Estimated hours for duration of project Senior Intermediate Junior Page 44

45 APPENDIX 15: DECLARATION OF CONFLICT OF INTEREST Full details of directors, shareholders, members, partners, trustees, sole proprietors or any other person with a right or entitlement to share in profits, revenues or assets of the bidding entity should be disclosed in the table below: Table A Designation Full Name (Whether shareholder / Identity Number Tax Reference Number % Interest in the bidding entity director or both) Declaration of Business Interests A. Are any persons listed in the table (A) above employees of Airports Company South Africa? B. Are any employees of the bidding entity employees of Airports Company South Africa? C. Are any family members of persons listed in the table (A) above employees of Airports Company South Africa? Yes Yes Yes / No / No / No Details of persons connected with the bidding entity who are employees of Airports Company South Africa shall be disclosed below: Page 45

46 Table B Role within Full Name Identity Number Airports Company South Relationship to bidder % Interest Africa D. Is the bidding entity or its principle listed on the National Database as a company or person prohibited from doing business with the Public Sector? E. Is the bidding entity or its principles listed on the National Treasury register for Tender Defaulters in terms of S29 of the Prevention and Combating of Corrupt Activities Act (No. 12 of 2004)? F. If Yes to C or D above, were you informed in writing about the listing on the database of Restricted Suppliers or Register of Tender Defaulters by National Treasury? G. Was the entity or persons listed in table A above convicted for Fraud or Corruption during the last five years in a court of law (including a court of law outside of the Republic of South Africa? Duly Authorised Representative to Depose an Affidavit Yes Yes Yes Yes / No / No / No / No This form should be signed by a duly authorised representative of the bidding entity before a commissioner of oaths. I,... hereby swear / affirm that the information disclosed above is true and accurate; that I understand the content of the document; the entity undertakes to independently arrive at any offer at any time to Airports Company South Africa without any consultation, communication, agreement or arrangement with any competitor. Page 46

47 In addition, that there will be no consultations, communications, agreements or arrangements with any competitor regarding the quality, quantity, specification and conditions or delivery particulars of the products or services of the Institution. That the bidding entity or its representatives are aware of and undertakes not to disclose the terms of any bid, formal or informal, directly or indirectly, to any competitor, prior to the award of the contract. Signed on this day...month Name:... Position:... Witnessed: Commissioners Stamp: Name:... Position:... Page 47

48 APPENDIX 15 CONTINUES: DECLARATION FORM Making a Declaration Any legal person or persons having a relationship with persons employed by ACSA, including a blood relationship, may submit a bid in terms of this tender document. In view of possible allegations of unfairness, should the resulting bid, or part thereof, be awarded to persons connected with or related to ACSA employees, it is required that the bidder or his/her authorised representative declare his/her position in relation to ACSA employees or any member of the evaluation or adjudication committee which will consider bids. Furthermore, ACSA requires all bidders to declare that they have not acted in any manner inconsistent with the law, policy or fairness. All bidders must complete a declaration of interest form below: Full name of the bidder or representative of the bidding entity Identity Number Position held in the bidding entity Registration number of the bidding entity Tax Reference number of the bidding entity VAT Registration number of the bidding entity I/We certify that there is a / no relationship between the bidding entity or any of its shareholders / directors / owner / member / partner with any ACSA employee or official. Where a relationship exists, please provide details of the ACSA employee or official and the extent of the relationship below Full Names of Directors / Trustees / Members / Shareholders of the bidding entity Full Name Identity Number Personal Income Tax Reference Number Page 48

49 I/We declare that we have not acted in any manner which promotes unfairness, contravenes any law or is against public morals. We further certify that we will in full compliance of this tender terms and conditions as well as ACSA policies in the event that we are successful in this tender. Declaration: I/We the undersigned (Name) herby certify that the information furnished in this tender document is true and correct. We further certify that we understand that where it is found that we have made a false declaration or statement in this tender, ACSA may disqualify our bid or terminate a contract we may have with ACSA where we are successful in this tender. Signature Date Position Name of bidder Page 49

50 APPENDIX 16: DECLARATION OF FORBIDDEN PRACTICES I/We hereby declare that we have not/been found guilty of any illegal activities relating to corruption, fraud, B- BBEE fronting, anti-competitive practices and/or blacklisted by an organ of State Owned Company, etc. and/or any other forbidden practices. I/We declare the following: Description Penalty Organ of State / State Owned Company a) b) Furthermore, I/We declare that to the best of my/our knowledge there is /are no further practices to be declared or which are in the process of being finalised. The following are alleged practices which have not yet been finalised. Description Organ of State / State Owned Company a) b) This declaration was signed on of 201 Name: Designation: Signature: Page 50