FINANCIAL SERVICES BOARD CLOSING DATE: 08 MAY 2018

Transcription

1 PROVISION OF COURIER SERVICES CLOSING DATE: 08 MAY 2018 CLOSING TIME: 11h00 (South African Standard Time, obtained from Telkom SA SOC Limited by dialling 1026 Riverwalk Office Park, Block B; 41 Matroosberg Road (Corner Garsfontein and Matroosberg Roads); Ashlea Gardens, Extension 6; Menlo Park; Pretoria; South Africa; 0081 P.O. Box 35655; Menlo Park; 0102 Bidder Name: Company Registration Number: Central Supplier Database (CSD) Number: B-BBEE Status Level Contribution as per Certificate: B-BBEE Expiry Date: Board Members: AM Sithole (Chairperson) H Wilton (Deputy Chairperson) Z Bassa JV Mogadime Prof PJ Sutherland FE Groepe D Turpin HMH Ratshefola D Msomi I Momoniat Executive Officer: DP Tshidi

2 : PROVISION OF COURIER SERVICES INDEX PAGE NO DESCRIPTION FORMS 1 INVITATION TO BID SBD 1 2 TERMS OF REFERENCE 3 PRICING SCHEDULE SBD DECLARATION OF INTEREST SBD 4 5 PREFERENCE POINTS CLAIM FORM FOR PREFERENTIAL PROCUREMENT REGULATIONS DECLARATION OF BIDDER S PAST SUPPLY CHAIN MANAGEMENT PRACTICES 7 CERTIFICATE OF INDEPENDENT BID DETERMINATION SBD 6.1 SBD 8 SBD 9 Board Members: AM Sithole (Chairperson) H Wilton (Deputy Chairperson) Z Bassa JV Mogadime Prof PJ Sutherland FE Groepe D Turpin HMH Ratshefola D Msomi I Momoniat Executive Officer: DP Tshidi

3 BID PART A INVITATION TO BID SBD 1 You are hereby invited to bid for requirements of the Financial Services Board Bid number: Closing date: 08 MAY 2018 Closing time: 11:00 Description PROVISION OF COURIER SERVICES The successful bidder will be required to fill in and sign a written contract form (SBD7). Bid response documents may be deposited in the bid box situated at Riverwalk Office Park, Block B 41 Matroosberg Road Ashlea Gardens, Extension 6 Menlo Park; Pretoria South Africa; 0081 Supplier information Name of bidder Postal address Street address Contact person Telephone number Code Number Cell phone number Facsimile number Code Number address Vat registration number B-BBEE status level verification certificate [tick applicable box] If yes, who was the certificate issued by? An accounting officer as contemplated in the Close Corporation Act (CCA) and name the applicable in the tick box TCS pin: Yes No CSD or no: B-BBEE status level sworn affidavit Yes An accounting officer as contemplated in the Close Corporation Act (CCA) A verification agency accredited by the South African Accreditation System (SANAS) A registered auditor Name: [A B-BBEE status level verification certificate/sworn affidavit (for EMES& QSES) must be submitted in order to qualify for preference points for B-BBEE] Page 1 of 3 No

4 BID Are you the accredited representative in South Africa for the goods /services /works offered? Yes No [if yes enclose proof] Are you a foreign based supplier for the goods /services /works offered? Yes No [if yes answer Part B3 below ] Signature of bidder Date Capacity under which this bid is signed (attach proof of authority to sign this bid; e.g. resolution of directors, etc.) Total number of items offered Total bid price (all inclusive) BIDDING PROCEDURE ENQUIRIES MAY BE TECHNICAL INFORMATION MAY BE DIRECTED TO: DIRECTED TO: Department/public entity Financial Services Board Contact person Masilu Kgofelo Contact person Masilu Kgofelo Telephone number Telephone number Facsimile number Facsimile number address tenders@fsb.co.za address tenders@fsb.co.za Page 2 of 3

5 BID PART B Terms and Conditions for Bidding 1. Bid submission: 1.1. Bids must be delivered by the stipulated time to the correct address late bids will not be accepted for consideration All bids must be submitted on the official forms provided (not to be re-typed) or online 1.3. Bidders must register on the Central Supplier Database (CSD) to upload mandatory information namely: (business registration/ directorship/ membership/identity numbers; tax compliance status; and banking information for verification purposes). B-BBEE certificate or sworn affidavit for B-BBEE must be submitted to bidding institution Where a bidder is not registered on the CSD, mandatory information namely: (business registration/ directorship/ membership/identity numbers; tax compliance status may not be submitted with the bid documentation. B-BBEE certificate or sworn affidavit for B-BBEE must be submitted to bidding institution This bid is subject to the Preferential Procurement Policy Framework act 2000 and the Preferential Procurement Regulations, 2017, the General Conditions of Contract (GCC) and, if applicable, any other legislation or special conditions of contract. 2. Tax compliance requirements 2.1 Bidders must ensure compliance with their tax obligations. 2.2 Bidders are required to submit their unique personal identification number (pin) issued by SARS to enable the organ of state to view the taxpayer s profile and tax status. 2.3 Application for tax compliance status (TCS) or pin may also be made via e-filing. in order to use this provision, taxpayers will need to register with SARS as e-filers through the website Bidders may also submit a printed TCS together with the bid. 2.5 In bids where consortia / joint ventures / sub-contractors are involved, each party must submit a separate proof of TCS / pin / CSD number. 2.6 Where no TCS is available but the bidder is registered on the central supplier database (CSD), a CSD number must be provided. 3. Questionnaire to bidding foreign suppliers 3.1. Is the bidder a resident of the republic of South Africa (RSA)?.Yes No 3.2. Does the bidder have a branch in the RSA? Yes No 3.3. Does the bidder have a permanent establishment in the RSA? Yes No 3.4. Does the bidder have any source of income in the RSA? Yes No If the answer is no to all of the above, then, it is not a requirement to obtain a tax compliance status / tax compliance system pin code from the South African Revenue Service (SARS) and if not register as per 2.3 above. NB: Failure to provide any of the above particulars may render the bid invalid. Page 3 of 3

6 NAME OF BID PROVISION OF COURIER SERVICES BID NO. CLOSING DATE 8 MAY h00 (South African Standard Time, CLOSING TIME obtained from Telkom SA SOC Limited by dialling 1026) CONTRACT NO. FSB SLA048 Riverwalk Office Park, Block B 41 Matroosberg Road Ashlea Gardens, Extension 6 Menlo Park; Pretoria South Africa; 0081 P.O. Box 35655; Menlo Park; 0102 Switchboard: Website: Board Members: AM Sithole (Chairperson) H Wilton (Deputy Chairperson) Z Bassa JV Mogadime Prof PJ Sutherland FE Groepe D Turpin HMH Ratshefola D Msomi I Momoniat Executive Officer: DP Tshidi

7 Contents A. INTRODUCTION TO TENDER Introduction Briefing session Tender enquiries and questions Tender submission Pricing schedule... 6 B. DEFINITIONS Definitions... 7 C. TENDER RULES Capabilities and experience of tenderers Form of tender Signing of tender TENDER ALL INCLUSIVE Alterations to tender documents Qualifications on tender FSB S rights Undertaking by bidder Central supplier database Supplier performance management Cancellation of contract Applicable laws Reasons for disqualification of tender Delegation of authority Tender rules are binding Language of contract D. TERMS OF REFERENCE Objectives Pre-qualification criteria Background Purpose of the request for bid Scope of work Capacity to deliver Contract condition PAGE 2 OF 44

8 30. Bid evaluation Functional evaluation (Desktop) Preference point system Standard bidding documents Timeline of the bid process Annexure A: Mandatory technical requirements Annexure B: Other technical requirements Annexure C: Bidder s experience and the proposed services team Annexure D: List of vehicles Annexure E: Rates PAGE 3 OF 44

9 A. INTRODUCTION TO TENDER 1. Introduction 1.1. The Financial Services Board (FSB) is an independent institution established by statute as the regulator of market conduct in the Financial Services Industry. Its mission and vision are to promote and maintain a sound financial investment environment in South Africa. Visit the FSB website, for further information about the FSB The FSB operates from offices in Pretoria at Riverwalk Office Park; Block B; 41 Matroosberg Road; Ashlea Gardens Extension 6; Menlo Park; Pretoria Tenders are hereby invited for the appointment of a service provider to provide courier services to the FSB as and when required for a period of three (3) years. The contract will commence on 1 July This tender is subject to the Preferential Procurement Policy Framework Act No. 5 of 2000 and the Preferential Procurement Regulations, 2017, the General Conditions of Contract (GCC) and, if applicable, any other special conditions of contract. Where, however, the special conditions of contract are in conflict with the general conditions of contract, the special conditions of contract prevail. 2. Briefing session 2.1 There is no briefing session for this tender. 3. Tender enquiries and questions 3.1 Enquiries relating to minor administrative issues with reference to the tender may be directed to: Georgina Serumula Supply Chain Management Unit Tel no.: (012) tenders@fsb.co.za 3.2 All questions relating to the contents of the tender (conditions, rules, terms of reference etc.) must be forwarded in writing via to tenders@fsb.co.za by not later than 18 April Questions received after this date will not be entertained. 3.3 All questions should reference specific paragraph numbers, where applicable. 3.4 All enquiries (received on or before the closing date for enquiries) will be consolidated and the FSB will publish one response document on the FSB website ( within 5 (five) working days after the last day of enquiries. PAGE 4 OF 44

10 3.5 No requests for information shall be made to any other person or place and in particular not to the existing providers of these services. 4. Tender submission 4.1 BID S MAY EITHER BE POSTED (PREFERABLY BY REGISTERED MAIL) OR PLACED IN THE TENDER BOX OR COURIERED TO THE PHYSICAL ADDRESS ON OR BEFORE THE CLOSING DATE AND TIME. BIDS SUBMITTED BY MEANS OF , TELEGRAM, TELEX FACSIMILE, ELECTRONIC OR SIMILAR MEANS SHALL NOT BE CONSIDERED. 4.2 Complete documents with supporting annexures shall be packaged, sealed, clearly marked and submitted strictly as follows: Tender No: Bid Name: Provision of courier services The FSB requires two (2) printed copies (one (1) original and one (1) copy) and one electronic copy (on CD) in PDF format all bound in a sealed envelope marked as stated above Bids must be properly packaged and deposited on or before the closing date and before the closing time in the tender box situated at the reception area of the FSB. The physical address of the FSB is as follows: Financial Services Board Riverwalk Office Park, Block B 41 Matroosberg Road (Corner Garsfontein and Matroosberg Roads) Ashlea Gardens, Extension 6 Menlo Park Pretoria, 0081 GPS Coordinates Latitude Longitude Bid documents may also be posted (preferably by registered mail) to: PO Box Menlo Park Pretoria 0102 PAGE 5 OF 44

11 4.3 BID S WILL ONLY BE CONSIDERED IF RECEIVED BY THE FSB ON OR BEFORE THE CLOSING DATE AND TIME, REGARDLESS OF THE METHOD USED TO SEND OR DELIVER SUCH S TO THE FSB. 4.4 LATE SUBMISSIONS WILL NOT BE ACCEPTED. 4.5 Bidders must initial each page of the tender document on the top right hand corner. 5. Pricing schedule Bidders are required to provide a detailed pricing schedule for all services and goods proposed. Only fixed prices will be accepted. A pricing schedule should be submitted on a separate sheet from the technical proposal for ease of evaluation. The pricing schedule should be submitted adjacent to the SBD3.3 form in the tender proposal. PAGE 6 OF 44

12 B. DEFINITIONS 6. Definitions 6.1 Unless inconsistent with or expressly indicated otherwise by the context FSB shall mean the Financial Services Board or any successor in title Contractor shall mean the tenderer whose tender has been accepted by the FSB and shall include the tenderer s personal representatives, also referred to as the successful bidder Contract shall include the General Conditions of Contract and Special Conditions of Contract, the specifications including any schedules attached to the specifications, and any agreement entered into in terms of these Special Conditions of Contract Service shall mean provision of courier services to the FSB as and when required for a period of three (3) years Person includes any company incorporated or registered as such under any law, any body of persons corporate or unincorporated, any trust. Person, firm or company shall include an authorised employee or agent of such person. 6.2 Except where the context indicate otherwise, in this document the singular includes the plural, and with reference to gender, the one includes the other. PAGE 7 OF 44

13 C. TENDER RULES 7. Capabilities and experience of tenderers 7.1 Tenderers are required to provide all information as necessary to demonstrate their capabilities and experience with regard to the requested services. 8. Form of tender 8.1 The tender shall be signed and witnessed on the form of tender incorporated herein. The schedule of services shall be fully priced in South African Rand to show the total amount of the tender, and shall be signed. The certificates, schedules and forms contained in this document shall be completed and signed by the tenderer in blue or black ink. 8.2 Where the space provided in the bound document is insufficient, separate schedules may be drawn up in accordance with the prescribed formats. These schedules shall be bound with a suitable contents page and submitted with the tender documents. 9. Signing of tender 9.1 The tender must be signed by a person who is duly authorised to do so. 10. TENDER ALL INCLUSIVE 10.1 The tenderer must provide an all-inclusive fee statement in the tender. 11. Alterations to tender documents 11.1 No unauthorised alteration or addition shall be made to the form of tender, to the schedule of quantities of services to be rendered or to any other part of the tender documents. If any such alteration or addition is made or if the schedule of quantities of services to be rendered, or other schedules or certificates are not properly completed, such submission may be disqualified. 12. Qualifications on tender 12.1 Tenders submitted in accordance with this tender document shall be without any qualifications. 13. FSB S rights 13.1 The FSB is entitled to amend any bid conditions, bid validity period, tender specifications, or extend the bid s closing date, all before the bid closing date. All bidders, to whom the tender documents have been issued and where the FSB have record of such bidders, may be advised in writing of such amendments in good time and any such changes will also be posted on the FSB s website under the relevant tender information. All prospective bidders should, therefore, ensure that they visit PAGE 8 OF 44

14 the website regularly and before they submit their bid response to ensure that they are kept updated on any amendments in this regard The FSB reserves the right not to accept the lowest priced bid or any bid in part or in whole The FSB reserves the right to award this bid as a whole or in part The FSB reserves the right to conduct site visits at bidder s corporate offices and/or at client sites if so required The FSB reserves the right to consider the guidelines and prescribed hourly remuneration rates for consultants as provided in the National Treasury Instruction Note 02 of 2016/2017: Cost Containment Measures, where relevant The FSB reserves the right to request all relevant information, agreements and other documents to verify information supplied in the bid response. The bidder hereby gives consent to the FSB to conduct background checks on the bidding entity and any of its directors/trustees/shareholders/members. 14. Undertaking by bidder 14.1 By submitting a bid in response to this tender, the bidder will be taken to have offered to render all or any of the services described in the bid response submitted by it to the FSB on the terms and conditions and in accordance with the specifications stipulated in this tender document The bidder shall prepare for a possible presentation should the FSB require such and the bidder shall be notified thereof in good time before the actual presentation date. Such presentation may include a practical demonstration of products or services as called for in this tender The bidder agrees that the offer contained in its bid shall remain binding upon him and receptive for acceptance by the FSB during the bid validity period indicated in this document and calculated from the bid closing date. Its acceptance shall be subject to the terms and conditions contained in this tender document read with the bid The bidder furthermore confirms that he has satisfied himself as to the correctness and validity of his bid response; that the price(s) and rate(s) quoted cover all the work/item(s) specified in the bid response documents; and that the price(s) and rate(s) cover all his obligations under a resulting contract for the services contemplated in this tender; and that he accepts that any mistakes regarding price(s) and calculations will be at his risk The successful bidder accepts full responsibility for the proper execution and fulfilment of all obligations and conditions devolving on him under the supply PAGE 9 OF 44

15 agreement and Service Level Agreement (SLA) to be concluded with the FSB, as the principal(s) liable for the due fulfilment of such contract The bidder accepts that all costs incurred in the preparation, presentation and demonstration of the solution offered by it shall be for the account of the bidder. All supporting documentation and manuals submitted with its bid will become FSB property unless otherwise stated by the bidder/s at the time of submission. 15. Central supplier database 15.1 The FSB will not award any bid to a supplier who is not registered as a prospective supplier on the Central Supplier Database (CSD) as required in terms of National Treasury Circular No. 3 of 2015/2016 and National Treasury SCM Instruction Note 4 of 2016/ Supplier performance management 16.1 Supplier Performance Management is viewed by the FSB as a critical component in ensuring value for money acquisition and good supplier relations between the FSB and all its suppliers The successful bidder shall upon receipt of written notification of an award, be required to conclude a SLA with the FSB (where applicable), which will form an integral part of the supply agreement. The SLA will serve as a tool to measure, monitor and assess the supplier s performance and ensure effective delivery of service, quality and value-add to the FSB s business The successful bidder will be required to comply with the above conditions, and also provide a scorecard on how their product/service offering is being measured to achieve the objectives of this condition. 17. Cancellation of contract 17.1 If the FSB is satisfied that any person (including an employee, partner, director or shareholder of the tenderer or a person acting on behalf of or with the knowledge of the tenderer), firm or company: is executing a contract with the FSB unsatisfactorily, has in any manner been involved in a corrupt act or provided gift or remuneration in relation to any officer or employee of the FSB in connection with obtaining or executing a contract, has acted in bad faith, in a fraudulent manner or committed an offence in obtaining or executing a contract, has in any manner influenced or attempted to influence the awarding of an FSB s bid, PAGE 10 OF 44

16 has when advised that his tender has been accepted, given notice of his inability to execute or sign the contract or to furnish any security required, has engaged in any anti-competitive behaviour, including having entered into any agreement or arrangement, whether legally binding or not, with any other person, firm or company to refrain from tendering for this contract, or relating to the tender price to be submitted by either party, has disclosed to any other person, any information relating to this bid, except where disclosure, in confidence, was necessary to obtain quotations required for the preparation of the tender, the FSB may, in addition to any other legal recourse, which it may have, cancel the contract between the FSB and such a person and/or resolve that no tender from such a person will be favourably considered for a specified period If the FSB is satisfied that any person is or was a shareholder or a director of a firm or company which in terms of paragraph 17.1, is one from which no tender will be favourably considered for a specified period, the FSB may also decide that no tender from such a person, firm or company shall be favourably considered for a specified period Any restriction imposed upon any person shall apply to any other person with which such a person is actively associated. 18. Applicable laws 18.1 The laws of the Republic of South Africa shall be applicable to each contract created by the acceptance of a tender and each tenderer shall indicate an address in the Republic and specify it in the tender as his domicilium citandi et executandi where any legal process may be served on him Each tenderer shall accept the jurisdiction of the courts of the Republic of South Africa. 19. Reasons for disqualification of tender 19.1 The FSB reserves the right to disqualify any bidder who does any one or more of the following, and such disqualification may take place without prior notice to the offending bidder, however the bidder will be notified in writing of such disqualification: bidders who submit incomplete information and documentation as specified in the requirements of this tender document; bidders who submit information that is fraudulent, factually untrue or inaccurate; PAGE 11 OF 44

17 bidders who receive information not available to other potential bidders through any means; bidders who do not comply with mandatory requirements, if stipulated in the tender document; bidders who fail to attend a compulsory briefing session, if stipulated in the tender advert and/ or in this tender document; and/or bidders who fail to comply with FICA (Financial Intelligence Centre Act) requirements (where applicable). 20. Delegation of authority 20.1 The FSB may delegate any power vested in it by virtue of these rules to an officer or employee of the FSB. 21. Tender rules are binding 21.1 The tender rules as well as the instructions given in the official tender notice shall be binding on all tenderers submitting tender applications for the service or services set out in the tender document. 22. Language of contract 22.1 The tender documents are drafted in English and any contract, which originates from the acceptance of the tender, will be interpreted and construed in English. PAGE 12 OF 44

18 D. TERMS OF REFERENCE 23. Objectives 23.1 The broad objectives of this bid include: To provide prospective service providers with adequate information to understand and respond to the FSB s requirements for the appointment of a service provider to provide courier services to the FSB as and when required for a period of three (3) years, with an option to extend for a period of two (2) years To ensure uniformity in the responses received from each prospective service provider To provide a structured framework for the evaluation of proposals. 24. Pre-qualification criteria 24.1 In terms of Regulation 4 of the Preferential Procurement Policy Framework Act Regulations of 2017, the FSB requires that bidders meet the following prequalification criteria: Bidders must have a minimum B-BBEE contributor status level of 3 or better The FSB will only consider a bid if the relevant bidder meets the pre-qualification criteria mentioned in paragraph Where a bidder fails to meet the prequalification criteria, the bid will be considered an unacceptable bid and will be disqualified from further evaluation. 25. Background 25.1 The FSB requires the services of a courier company to assist with the distribution of consignments of various sizes both nationally and internationally. 26. Purpose of the request for bid 26.1 The purpose of the request for this bid is to appoint a service provider to collect and deliver documents and parcels on behalf of the FSB as and when required for a period of three (3) years. 27. Scope of work 27.1 The contractor will be required to provide a comprehensive suite of courier services to the FSB on a need basis. The required courier services will include, but not limited to, the following: PAGE 13 OF 44

19 Same day services; Weekend services; After-hours services; Public Holiday services; Intra City services; Overnight express by 10h30; Overnight express by 08h30; Remote area/regional services; Budget (Road Freight) services; International courier services; and Special delivery services which cover requirements over and above the standard services The contractor will be required to courier different types of consignments, that may include: Documents Parcels which may range from office furniture, computer equipment, etc.; Exhibition equipment; and Other equipment. 28. Capacity to deliver 28.1 Online system The contractor must have an online courier management system in place to be used for all FSB consignments. The online system should be capable of the following: Enable the FSB to place/ log a request for collection and/ or deliveries Keep history of the past collections and/ or deliveries for audit and information purposes. PAGE 14 OF 44

20 Enable the FSB to track all consignments enroute to their respective destinations Provide different FSB users with their own individual login details to access the FSB account (as opposed to single login details being used by all users) Provide online quotes for all documents or parcels requiring delivery Provide early alerts for any delays that fall outside the agreed Service Level Agreement. This is to ensure that all affected parties are informed well in advance Provide proof of delivery once a consignment has been delivered Generate waybills and pre-printed waybills where necessary Generate waybill activity reports, online statements and invoices Enable the user to monitor courier spend throughout the month Security of consignments The contractor must: Have premises to be able to store FSB s documents in a case where the provider was unable to deliver Safeguard the interests of the FSB at all times by ensuring confidentiality and safety of parcels/documents being transported. The bidder must: Demonstrate what measures they have in place to protect confidential information they will be tasked to courier Demonstrate what contingency plans they have in place to protect consignments in cases of hijackings or loss Demonstrate how consignments that contain personal information will be handled and protected as required by the Protection of Personal Information Act No. 4 of 2013 (POPI Act). PAGE 15 OF 44

21 28.3 Billing and reporting requirements The contractor must timeously submit the monthly activity report and invoices The relevant cost centers must be clearly indicated on the monthly activity report The contractor must submit a daily/weekly/monthly tracking report with an update of the movements of FSB s consignments The bidder must provide a sample of the electronically generated courier reports (such as daily activity, monthly, daily, invoice, statement etc.). 29. Contract condition 29.1 The successful bidder must: Have an electronic tracking system to track couriered goods Be a valid member of the South African Express Parcel Association (SAEPA). Bidders are required to provide proof of membership with SAEPA. 30. Bid evaluation 30.1 The proposals will be evaluated as follows Evaluation Stage One: Compliance Compliance with administrative requirements stated in the Standard Bidding Documents and the mandatory requirements as listed in paragraph 33. In this evaluation stage, all bidders that fail to provide the required information and documentation will be disqualified from further evaluation Evaluation Stage Two: Technical evaluation (Desktop evaluation) Compliance to requirements as listed in Annexure A. In this evaluation stage, bidders are expected to obtain a minimum of 100 out of 100 points to proceed to the next evaluation stage of the evaluation. Failure to obtain the prescribed minimum points will automatically disqualify the bid offer from proceeding to the next evaluation stage Evaluation Stage Three: Functional evaluation (Desktop evaluation) In this evaluation stage, bidders are expected to obtain a minimum of 75 out of 100 points to proceed to the next evaluation stage of the evaluation. PAGE 16 OF 44

22 Failure to obtain the prescribed minimum points will automatically disqualify the bid offer from proceeding to the next evaluation stage Evaluation Stage Four: Preference Point System The 80/20 preference point system shall be applicable to this phase, where 80 points represent maximum obtainable points for the lowest acceptable price, and 20 points represents the B-BBEE level status. Points will be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table as listed in the bid documentation Evaluation Stage Five: Site Inspection At the FSB s discretion, a site inspection may be conducted at this stage. The FSB will visit the selected service providers premises with the objective of verifying information as contained in their respective bid documents. Should it be discovered during a site inspection or presentation that the information submitted by the service provider is inconsistent with what is on their current premises of business, such bidders will be disqualified. PAGE 17 OF 44

23 31. Functional evaluation (Desktop) 31.1 The bid/proposal will be evaluated for functionality and be rated as follows: Values: 0=Poor 1=Below average, 2=Average, 3=Good, 4=Very Good, 5=Excellent Table 1 ITEM A. EVALUATION CRITERIA A.1. Capability and profile of the bidder DESCRIPTION A.1.1. Experience in proving similar services to corporate clients. A.1.2. Capability and capacity of service provider based on references provided. POINTS ALLOCATION DESCRIPTION A Provided similar services for a period less than 24 months, with less than 10 corporate clients. A Provided similar services for a period of 24 months or more, with at least 10 corporate clients. A or less written references have been presented that meet expectations. A or more written references have been presented that meet expectations. RATING SUB WEIGHT WEIGHT 35 PAGE 18 OF 44

24 ITEM EVALUATION CRITERIA DESCRIPTION DESCRIPTION POINTS ALLOCATION RATING SUB WEIGHT WEIGHT A or more written references have been presented that exceed expectations. 4-5 A No profile or combined experience of less than 2 years in operating or management of a courier service provider. 0-2 A.1.3. Short profile of the Key Account Manager(s) A Combined experience of 3 to 4 years in operating or management of a courier service provider A Combined experience of more than 5 years in operating or management of a courier service provider. 4-5 PAGE 19 OF 44

25 ITEM EVALUATION CRITERIA DESCRIPTION POINTS ALLOCATION DESCRIPTION RATING B Bidder does not have any online system. 0 SUB WEIGHT WEIGHT B. B.1. Technical requirements B.1.1. Online system B Bidder s online system meets less than 50% of the requirements of the FSB and does not have the ability to generate waybill activity reports, online statements and invoices (Refer to paragraph 28.1 and Item 2 in Annexure B) B Bidder s online system meets at least 50% of the requirements of the FSB and does have the ability to generate waybill activity reports, online statements and invoices (Refer to paragraph 28.1 and Item 2 in Annexure B). 3-5 PAGE 20 OF 44

26 ITEM EVALUATION CRITERIA DESCRIPTION DESCRIPTION POINTS ALLOCATION RATING SUB WEIGHT WEIGHT C. C.1. Security requirements C.1.1. Delivery vehicles C Provide list of vehicles and any mode of transportation that will be used to render the services. C The list must indicate the vehicle types (i.e. panel vans, 1 ton trucks, semi-articulated trucks, etc.) C.1.2. Methodology approach outlying areas and for C Provide methodology and approach on delivery to outlying and remote areas. 10 C.1.3. Public holiday/ weekend service C Provide details on how the bidder handles public/weekend courier service. 5 D. D.1. Bidder s compliance D.1.1. The bidder must explain in detail No plan provided or a plan without privacy policy PAGE 21 OF 44

27 ITEM EVALUATION CRITERIA DESCRIPTION DESCRIPTION POINTS ALLOCATION RATING SUB WEIGHT WEIGHT with POPI act their plans or what they have in place to meet the requirements of the POPI Act No 4 of Detailed explanation and a bidder provided details of its privacy policy. 3-5 TOTAL 100 PAGE 22 OF 44

28 32. Preference point system 32.1 The formula below will be used to calculate the preference procurement points for price: PPPP = PPPP PPPPPPPP PPPPPPPP 32.2 Where Ps = Points scored for comparative price of bid under consideration Pt = Comparative price of bid or offer under consideration Pmin = Comparative price of lowest acceptable bid 32.3 Depending on the bidder s level of broad-based black empowerment contribution, a maximum of 20 points may be allocated to a bidder. The points scored by a bidder for broad-based black economic empowerment contribution will be added to the preference procurement points allocated for price The table below reflects the number of points to be allocated to a bidder based on broad-based black economic empowerment contribution: BBEE STATUS LEVEL OF THE NUMBER OF POINTS BIDDER Table Non-compliant contributor Standard bidding documents 33.1 The following compulsory additional information is required. Failure to complete and supply any of these documents will lead to disqualification from this bid: Table 3 Invitation to bid SBD 1 PAGE 23 OF 44

29 Pricing Schedule SBD 3.3 Declaration of Interest SBD 4 Preference Points Claim Form for Preferential Procurement SBD 6.1 Regulations 2017 (including a valid B-BBEE Status Level Verification Certificate) Should a bidder not complete and sign the SBD6.1, the bidder will be allocated 0.00 points for B-BBEE. Declaration: Abuse of Supply Chain Management Systems SBD 8 Certificate of Independent Bid Determination SBD Timeline of the bid process 34.1 The period of validity of the tender and the withdrawal of offers, after the closing date and time is 60 days, expiring on 7 July The project timeframes of this bid are set out below: Table 4 STAGE DESCRIPTION OF STAGE ESTIMATED COMPLETION DATE (OR WORK WEEK ENDING) 1. Advertisement of bid on Government e-tender 29 March 2018 portal / print media / Tender Bulletin 2. Questions relating to bid from bidder(s) 18 April Bid closing date 8 May Compliance: Bid Evaluation Committee 18 May Functional Evaluation: (Desktop evaluation) 1 June Preference Point System: Bid Evaluation 15 June 2018 Committee 7. Bid Adjudication: Bid Adjudication Committee 13 July Notification of the outcome to the bidders 27 July All dates and times in this bid are South African Standard Time Any time or date in this bid is subject to change at the FSB s discretion. The establishment of a time or date in this bid does not create an obligation on the part of the FSB to take any action, or create any right in any way for any bidder to demand that any action be taken on the date established. The bidder accepts that, if the FSB extends the deadline for bid submission (the Closing Date) for any reason, the requirements of this bid otherwise apply equally to the extended deadline. PAGE 24 OF 44

30 Annexure A: Mandatory technical requirements (THIS SECTION TO BE COMPLETED BY ALL BIDDERS) The bidder must indicate its compliance / non-compliance to the requirements and should substantiate its response in the space provided below. If more space is required to justify compliance, please ensure that the substantiation is clearly cross-referenced to the relevant requirement. NB: The FSB will consider bids which best meet its technical requirements and bidders are required to provide relevant and comprehensive information to indicate its compliance with the stated technical requirements. Please indicate with an X whether you fully comply or do not comply. Provide comments under the comments column to substantiate. Please choose only one option. ITEM DESCRIPTION FULLY COMPLY DO NOT COMPLY COMMENTS 1. In-transit insurance 1.1. The FSB may in certain instances transport items of value and in such cases the bidder may be required to provide in transit insurance for FSB consignments against any damage or loss The bidder must submit a signed letter from the insurer confirming their in-transit insurance cover. PAGE 25 OF 44

31 ITEM DESCRIPTION FULLY COMPLY DO NOT COMPLY COMMENTS 2. Domestic services 3. Weekend and/or public holiday services 4. International services 5. Online and tracking system 2.1. The bidder must be able to provide the following courier services: Same day services Weekend services Public holiday services After-hours services Overnight express by 8h Overnight express by 10h Special delivery and collection services Outlying/remote area/regional delivery services Budget service (road freight) Intra City (within any main centre within 50km) The bidder must be able to render full courier services over weekends (Saturday and Sunday) and public holidays e.g. Easter Weekend; Festive Season, etc The bidder must be able to render international courier services The bidder must provide a web-based/ online courier management system to allow the FSB to: Track and trace consignments from point of collection to point of PAGE 26 OF 44

32 ITEM DESCRIPTION FULLY COMPLY DO NOT COMPLY COMMENTS delivery; Scheduling of pickups; and Reporting (e.g. early alerts for late deliveries, daily, monthly reports etc.) Bidder to provide samples of its system generated billing and activity reports to substantiate compliance. 6. Security, privacy and confidentiality 6.1. The bidder must safeguard the interests of the FSB at all times by ensuring the privacy, confidentiality and safety of the consignments as well as the FSB information (including recipient s details) captured on the waybill and on the bidder s online system. 7. Waybill and flyers 7.1. The bidder must provide adequate number of waybills and flyers (bags to insert the documents or parcels) at the FSB s offices. 8. Fragile stickers 8.1. The bidder must provide fragile stickers to flag fragile consignments. 9. Normal collection and 9.1. The bidder must adhere to the collection PAGE 27 OF 44

33 ITEM DESCRIPTION FULLY COMPLY DO NOT COMPLY COMMENTS delivery times and delivery times which are between 08h00 and 16h00 on weekdays (Monday to Friday). 10. Freight capacity The bidder must have capacity to collect and deliver consignments of any size relevant to standard corporate courier consignments. 11. After hours support The bidder must be able to provide afterhours emergency support to the FSB. PAGE 28 OF 44

34 Annexure B: Other technical requirements (THIS SECTION TO BE COMPLETED BY ALL BIDDERS) The bidder must indicate its compliance / non-compliance to the requirements and should substantiate its response in the space provided below. If more space is required to justify compliance, please ensure that the substantiation is clearly cross-referenced to the relevant requirement. NB: The FSB will consider bids which best meet its technical requirements and bidders are required to provide relevant and comprehensive information to indicate its compliance with the stated technical requirements. Please indicate with an X whether you fully comply or do not comply. Provide comments under the comments column to substantiate. Please choose only one option. ITEM DESCRIPTION FULLY COMPLY DO NOT COMPLY COMMENTS 1. Bidder s experience 1.1. The bidder must demonstrate relevant experience in the provision of full courier services both nationally and internationally. Refer to paragraph 27 under section D of this document (This specifically refers to full courier services experience associated with a term contract and not for once off deliveries) The bidder must provide at least three (3) relevant contactable references of clients where the bidder has been contracted to provide full courier services in the past three (3) years (from the closing date of this bid). PAGE 29 OF 44

35 ITEM DESCRIPTION FULLY COMPLY DO NOT COMPLY COMMENTS Please refer to Table 1 of Annexure C of this document for the format in which the required information must be provided Also provide a reference letter from each of the respective clients mentioned above. This letter must be on the referenced company s letterhead, dated, and signed by the responsible individual from the reference company with the company s contact details The bidder must have an online courier management system in place to be used in the management of all FSB s consignments. The bidder must provide links or screenshots from the system which talk to the respective system functionality: 2. Bidders capacity (online system) The system must enable the FSB to place/ log a request for collection and/ or deliveries The system must keep history of the past collections and/or deliveries for audit and information gathering purposes The bidder s system must enable the FSB to track all consignments enroute to their respective destinations. PAGE 30 OF 44

36 ITEM DESCRIPTION FULLY COMPLY DO NOT COMPLY COMMENTS The system must provide different the FSB users with their own individual login details to access the FSB account (as opposed to single login details being used by all users) The system must have the ability to provide quotes for all documents or parcels requiring delivery The system must be able to provide early alerts for any delays that fall outside the agreed SLA. This is to ensure that all affected parties are informed well in advance Proof of delivery for all the FSB consignments is needed at all times and therefore the system must be able to provide such proof of delivery once delivery has been made The system must be able to generate waybills and pre-printed waybills where necessary The system must be able to generate waybill activity reports, online statements and invoices Please provide samples of the system generated billing and PAGE 31 OF 44

37 ITEM DESCRIPTION activity reports The system should enable the user to monitor courier spend throughout the month The service provider must assign a Key Account Manager for the FSB account. FULLY COMPLY DO NOT COMPLY COMMENTS 3.2. The bidder must submit, as part of its proposal, the following: 3. Bidders capacity (key account manager) CVs of the Key Account Manager; and the CV must clearly highlight areas of experience/ competence relevant to the tasks. 4. Bidders capacity (public holiday/ weekend service) 3.3. Please refer to Table 2 in Annexure C of this document for the format in which the required information must be provided The bidder must be able to render a full courier service over public holidays and weekends when required Please clearly explain in detail how this will be achieved in all times. The details must include the following: Process from scheduling a collection PAGE 32 OF 44

38 ITEM DESCRIPTION to delivery; FULLY COMPLY DO NOT COMPLY COMMENTS Lead times per service; Service types; Mode of transport; Turnaround times; Stakeholders involved in the handling and processing of consignments; Security of the consignments from collection to delivery; Contingency plans the bidder has in place against hijackings and loss; and 5. Bidders capability (domestic courier services) Any other relevant detail in relation to courier services The service provider is required to have capacity to provide domestic courier services to the FSB The bidder must clearly explain how they will service the FSB to ensure that national PAGE 33 OF 44

39 ITEM DESCRIPTION FULLY COMPLY DO NOT COMPLY COMMENTS deliveries are always delivered within the agreed timelines. The proposal must include the following: Process from scheduling a collection to delivery; Lead time for collection; Turnaround times from collection to delivery; Mode of transport; Stakeholders involved in the handling and processing of consignments; Security of the consignments from collection to delivery; Contingency plans the bidder has in place against hijacking and loss; and Any other relevant detail in relation to domestic courier services. 6. Bidders 6.1. The bidder is required to have a well- PAGE 34 OF 44

40 ITEM DESCRIPTION FULLY COMPLY DO NOT COMPLY COMMENTS capability (international courier services) established network internationally (including the rest of the African continent) to be able to provide courier services to the FSB. The collection and delivery process should be within 2 to 5 working days Using Switzerland (Basel) as a basis, clearly explain the process for international courier services. The process must include the following: Process from scheduling a collection to delivery; Lead time for collection; Turnaround times from collection to delivery; Stakeholders involved in the handling and processing of consignments; Security of the consignments from collection to delivery; and Any other relevant detail in relation to international courier services. PAGE 35 OF 44

41 ITEM DESCRIPTION FULLY COMPLY DO NOT COMPLY COMMENTS 7.1. The bidder must demonstrate their capacity to service the FSB in terms of delivery vehicles. Please provide the following: 7. Bidders capability (delivery vehicles) Vehicle types as the size of consignments may vary from time to time; Security measures put around the vehicles e.g. locks etc Please refer to Annexure D of this document for the format in which the required information must be provided. 8. Methodology and approach for outlying areas 8.1. The bidder must provide a detailed proposal of their approach of how the process will unfold from the time of collection to final delivery of consignments for outlying areas. (Please use any outlying area as a basis for the proposal.) 8.2. Please clearly explain in detail how this will be achieved in all times. The details must include the following: Process from scheduling a collection PAGE 36 OF 44

42 ITEM DESCRIPTION to delivery FULLY COMPLY DO NOT COMPLY COMMENTS Lead times per service Service types; Mode of transport; Turnaround times; Stakeholders involved in the handling and processing of consignments; Security of the consignments from collection to delivery and Contingency plans the bidder has in place against hijackings and loss; 9. Bidder s compliance with POPI Act Any other relevant detail in to relation domestic courier services The bidder must explain in detail their plans or what they have in place to meet the requirements of the POPI Act No 4 of The bidder s proposal must include the following: PAGE 37 OF 44

43 ITEM DESCRIPTION FULLY COMPLY DO NOT COMPLY COMMENTS A process/ procedure for the protection of recipient s personal information (names, addresses and contact details) captured on their waybills (electronic and hardcopy), proof of deliveries and the online courier management system Retention and disposal polices/ procedures for recipient s information A process/ procedure for sharing of information in instances where third parties are used to provide courier services to the FSB on behalf of the bidder An agreement that is in place between the bidder and the third party that explains the third party s processes for: Protection, sharing and access, Retention and disposal of PAGE 38 OF 44

44 ITEM DESCRIPTION FULLY COMPLY DO NOT COMPLY COMMENTS recipient s information How the bidder will ensure that recipient s information provided by the FSB to the bidder is solely used for the purpose for which it is provided to the bidder which is to effect delivery. PAGE 39 OF 44

45 Annexure C: Bidder s experience and the proposed services team Note to the Bidder: The bidder must complete the information set out below in response to the requirements stated in Section 3 of this bid document. If the bidder requires more space than is provided below it must prepare a document in substantially the same format setting out all the information referred to below and return it with this Returnable Schedule 3.] Details of the bidder's current and past experience (please refer to Section 3 above) Client Name Courier Services Description Description of courier services delivered and extent of Bidder's responsibilities Services Value Start Dates Project period End Dates Table 1 Contact details of client: Name, Title and Telephone PAGE 40 OF 44

46 Details of the key personnel of the bidders proposed team: Name Position Role / Duties in this Project Relevant Project Experience Project description, Client, Project period Table 2 Project Cost PAGE 41 OF 44

47 Annexure D: List of vehicles NUMBER OF VEHICLES VEHICLE TYPES SECURITY FEATURE PAGE 42 OF 44

48 Annexure E: Rates 1. The following is a list of items that the bidders must provide pricing for year 1. The rates (inclusive of Value Added Tax) shall be fixed for year 1 and escalations for years 2 to 3 will be agreed upon between the FSB and the contractor. The list is not exhaustive and the FSB reserves the right to add any items to be courier during term of the contract. 2. Note: The bidders are required to provide their price proposal in accordance with the table below. For the purposes of this costing exercise, bidders must base their pricing on collection from our offices at 41 Matroosberg Road; Ashlea Gardens Ext 6; Menlo Park; Pretoria; The indicated number of waybills per month is only an estimate based on the current service trends. The number of waybills per month will change depending on actual demand for service as it is indicated that the services will be required on a need basis. 3. Estimated quantity of items required SERVICES DESTINATION CHARGE PER CITY/ZONE KILOGRAM SURCHARGE TOTAL CHARGE PER WAYBILL NUMBER OF WAYBILLS PER MONTH MONTHLY COST EXCLUSIVE OF VAT Domestic: Express Same-day Domestic: Same- day Express Domestic: Overnight Express by 10h30 Domestic: Overnight Express (Dawn) Major Centre Regional/ Outlying area Major Centre Regional/ Outlying area Cape Town 5 Port Elizabeth 5 Polokwane 5 Nelspruit 5 Durban 50 Bloemfontein 50 Upington 20 Peddie 20 International Express International Zone 3 2 PAGE 43 OF 44

49 SERVICES DESTINATION CHARGE PER CITY/ZONE KILOGRAM SURCHARGE TOTAL CHARGE PER WAYBILL NUMBER OF WAYBILLS PER MONTH MONTHLY COST EXCLUSIVE OF VAT Zone 6 2 TOTAL MONTHLY CHARGE EXCLUDING VALUE ADDED TAX VALUE ADDED TAX AT 15% TOTAL MONTHLY CHARGE INCLUDING VALUE ADDED TAX TOTAL YEAR 1 CHARGE INCLUDING VALUE ADDED TAX 4. The FSB will use Year 1 prices to determine bid price and all increases will be subject to the prevailing Consumer Price Index as at the anniversary date of the agreement or as agreed to with the FSB. PAGE 44 OF 44