REQUEST FOR QUOTATION (RFQ)

Transcription

1 1 June 2018 RFQ No REQUEST FOR QUOTATION (RFQ) RFQ Description Closing Date and Time Briefing Session Date and Time Site Inspection : Shuttle and Transport Services for Sasria staff for the period of twelve (12) months : 11 June 2018 at 16:00 PM : N/A : N/A SECTION 1: INSTRUCTIONS TO BIDDERS 1.1 Background of RFQ document Sasria SOC Limited ( Sasria ) hereby request quotations from suitably qualified service providers to provide Shuttle and transport services to Sasria staff. Sasria SOC Ltd (Sasria) is a short-term insurance company specialising in providing cover as a result of political and non-political acts (such as terrorism, riots, strikes and public disorder). Sasria has been in existence since 1979, and up to now its business model as well as the company s unchallenged position has ensured that Sasria remains in business with little change and significant challenges. Over the years the role of Sasria has been evolving from political risk to non-political special risks covers. In this dynamic short-term insurance market, Sasria has to continuously prove and justify its relevance. Although Sasria has been profitable over the years through the existing business model, there is great need to optimise this in order to grow revenue as well as profit margins. The Government of the Republic of South Africa, and specifically the National Treasury through the Minister of Finance, is the sole shareholder of Sasria. As such, the company has to comply with a number of legal and regulatory requirements. 1.2 Late bids Quotations which are submitted after the closing date and time will not be accepted.

2 1.3 Clarification and Communication Bidders may only communicate on this RFQ in writing and for the purpose of additional information which is not clarified in the specifications. All enquiries should be addressed using the address and the RFQ number and description must be on the subject line for ease of reference Request for clarity or information on the RFQ may only be requested until 10th th of June 2018 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 RFQ Bidders may not contact any Sasria employee on this RFQ other than the Procurement office. Contact will only be allowed between the successful bidder and Sasria Business Unit representative/s after the approval to award this RFQ. Contact with business unit will also only be permissible in the case of pre-existing commercial relations which do not pertain to the subject of this RFQ. 1.4 Non-Compulsory/Compulsory Briefing/Site Inspection Session A briefing/site inspection session will not be held for this RFQ. Any queries or requests for clarity must be addressed as per paragraph above. 1.5 Disclaimers It must be noted that Sasria may: i) Negotiate with all or some of the shortlisted bidders; ii) Award the RFQ to a bidder other than the highest scoring bidder where objective criteria allow; and/or iii) Cancel this RFQ. 1.6 General a) The validity period of received quotations will be for a period of 90 days. b) Any information Sasria received from the other quoting entities will not be disclosed without prior written consent from the bidder concerned. c) Sasria will pay 30 days after the receipt of an undisputed invoice. d) Where Sasria will hold a compulsory briefing session, the entities which intend to submit quotes must ensure that they have signed an attendance register for such a briefing session. e) Responses must be returned strictly in accordance with this RFQ document. f) Scoring of received bids will be in line with the Preferential Procurement Policy Framework Act.

3 SECTION 2: SPECIFICATION AND EVALUATION CRITERIA 2.1 Specification requirements Objectives Sasria is looking for a Service Provider that will provide Shuttle and transport services to its staff on a as-and-when required basis to various destinations throughout the country Vehicle Requirements i) Vehicles to be used must comply with the National Road Traffic Act, 1996 requirements (NRTA) ii) All vehicles to be used should have a valid Roadworthy Certificate iii) Regular vehicle inspections should be conducted by the Service Provider and updated inspection records to be kept on file and presented to Sasria when requested. While every effort has been made to provide comprehensive and accurate background information, requirements and specifications, service providers must form their own conclusions about the solutions needed to meet the requirements set out above. 2.2 Minimum requirements Sasria requires shuttle and transport services which includes but is not limited to: i) The Bidder must be a Level 4 or better; ii) Bidder with a fleet of vehicles that will be used to fulfill the contract. The Bidder is required to submit a list of their controlled vehicles to be used for this contract services. iii) The Bidder must provide at least two (2) references of their current clients. iv) Will the bidding company be the direct service provider or will the services be outsourced to a 3 rd party? Yes/No All Bidders are required to meet the minimum specifications of compliance, technical expertise and experience. 2.3 Documentation Required The following documentation and information are required: Certificate of Incorporation; Valid SARS Tax Clearance Certificate (Submit SARS Online PIN number for verification); Valid BEE Verification Certificate; and To be registered on the National Treasury Centralized Supplier Database (CSD) - report.

4 2.4 Important dates STEP No. DESCRIPTION DUE DATE 1 Release of RFQ 31 May Query window period 31 May June Closing date for submission of RFQ 11 June at 16:00 PM 2.5 Submission Format The quotation and all written material and attachments must be submitted in English. All price values must be stated in South African Rand values Bidders are required to submit their Quotations electronically to Procurement Services Office at address (procurement@sasria.co.za) The RFQ documents must be signed and completed by the authorized person acting on behalf of the bidding entity. The bottom of each page of the RFQ response documents must be signed or stamped with the bidder s stamp as proof that the bidder has read the RFQ documents and accepts the terms and conditions stipulated. 2.6 Qualification Only Bidders who have submitted compliant quotations will be included in the evaluation process. 2.7 Bids above R All bids equal to thirty thousand rand and above will be assessed on cost and BBBEE level. 2.8 Evaluation The purpose of the RFQ is to obtain a complete set of salient information pertaining to the bidding parties. The quotations will accordingly be used to evaluate whether, at Sasria s discretion, an interested party qualifies to proceed to the next phases of this procurement process. All bidding parties will be advised in writing of Sasria s decision, which will be final. No correspondence will be entered into pertaining to the evaluation process, the decisions taken and reasons thereof.

5 Stage 1 Evaluation The evaluation during this stage is to ensure that all required documentation are received and duly completed and that all statutory requirements are complied with. During this stage all bidders that did not achieve the above requirements on documentation required are disqualified. Stage 2 Evaluation The evaluation during this stage is based on technical criteria (Functionality). Only bidders achieving a minimum score of 60 points will be evaluated further in the next stage. The criteria is set out below: Criteria Description Points Minimum Points Bidder submitted a list of existing vehicles fleet List of already available vehicles submitted and is controlled by the Bidder/s (20 points) List of vehicles submitted partially controlled by the Bidder/s (15 points) No vehicle list submitted or the vehicle list submitted not controlled by the Bidder (0 points) Vehicle compliant to National Road Traffic Act, 1996 (NRTA): Submit proof of the main vehicles to be used to provide the services to Sasria staff Provided proof of all vehicles compliant (30) Provided proof of some vehicles that are complaint (15) No proof submitted of vehicle compliance (0) Company Profile that aligns with requirements of the RFQ Provided company profile (10) Partially aligns with requirements (3) No company profile attached (0) Vehicles have a valid Roadworthy Certificate obtained from a certified regulated body Valid certificates of all vehicles submitted (30) Valid certificates of some vehicles submitted (20) No certificates or certificates submitted expired (0 points) References Minimum of two (2) contactable references of Bidder s existing clients that provide similar services. Written reference letters from the company on the company letterhead. More than 2 written reference letters (20 points) 2 written reference letters (10 points) 1 written reference letters (5 points)

6 No written reference letters (0 points) Total Stage 3 Evaluation Bidders that achieved a minimum score of 60 points in stage 2 (technical criteria) will progress to this stage (stage 3) and will be evaluated in accordance with the Preferential Procurement Policy Framework method based on Price and BBBEE contributor level. Points will be calculated on a 80/20 method as stipulated below: B-BBEE Status Level of Contributor Number of points (80/20 system) Non-compliant contributor 0 2 Price/ Fee structure including VAT 80 Please Note: Sasria reserves the right at its sole discretion, and at any time, to amend, deviate from, postpone, discontinue or terminate the transaction/procurement process without incurring any liability whatsoever to any other party. No commitment of any kind, contractual or otherwise shall exist unless and until a formal written agreement or purchase order has been executed by or on behalf of Sasria. Any notification of appointment or preferred service provider status by Sasria shall not give rise to any enforceable rights by the service provider. Sasria may cancel this RFQ any time prior to a formal written agreement or purchase order being executed by or on behalf of Sasria.

7 ANNEXURE A: PRICING SCHEDULE All pricing rates must Item Nr Type (Sedan, Bus, etc.) Description Unit (Km) Unit Rate (ZAR) 1 p/km 2 p/km 3 p/km 4 p/km 5 p/km 6 p/km Vat Amount (15%) Unit Rate (Incl VAT) NB: This pricing scheduled will be used for RFQ comparison purposes. However, the Bidder/s may attach a Pricing Schedule if different to the above for review. Sasria shall at its own discretion select the most beneficial pricing method.