R E Q U E S T F O R P R O P O S A L S PROVISION OF COURIER SERVICES FOR A PERIOD OF TWO YEARS RFP/JHB/068

Transcription

1 P.O. Box 3209, Houghton, 2041 Block A, Riviera Office Park, 6- Riviera Road, Riviera R E Q U E S T F O R P R O P O S A L S PROVISION OF COURIER SERVICES FOR A PERIOD OF TWO YEARS PROPOSALS TO BE SUBMITTED BY NOT LATER THAN 12 NOON ON 12 APRIL 2013

2 HDA seeks to appoint experienced and reputable service providers to provide Courier Services to run for a period of twenty four (24) months. 1. Introduction The HDA is a national public development agency established by an Act of Parliament (Act 23 of 2008). The HDA promotes sustainable communities by making well-located land and buildings available for the development of housing and human settlements. As an organ of state, the HDA is accountable through its Board to the Minister of Human Settlements. 2. Overview In order to deliver on its Mandate, the HDA has established a national structure comprising five offices in different locations (Johannesburg, Cape Town, Port Elizabeth, Polokwane and Bloemfontein), and a departmental organizational structure dealing with corporate governance, finance, land acquisition, project management and support functions such as Information Technology services. 3. Outlined below is the scope of service for this proposal that must be adhered to when responding to this RFP. To provide same day, overnight, public and weekend courier service delivery as and when required Appointed Service Provider will be expected to assist with the delivery / distribution of approximate 200 parcels/letters month basis to different stakeholders, institutions, and individuals in and around South Africa, Collect and Deliver all documents/parcels for or from all for HDA Nationally. The authorized representative of Courier Service will be required to furnish receipt for parcels and documents The prospective Service Provider will ensure that all parcels/documents are delivered to the intended recipient Upon prompt and correct delivery, the Service Provider will ensure that the intended recipient clearly indicates his /her full names, signature, and telephone number on the waybill The Service Provider will furnish proof of delivery of parcels/documents to HDA with the required level of detail on a monthly basis The Courier Service will return the undelivered parcels/letters within a week Tracking system in order to establish particulars associated with the delivery or nondelivery of documents and parcel. The service provider must have insurance facility for goods/parcels to cover risk associated with damages/breakage and loss of goods/parcels.

3 Provide the HDA with all materials to be used during the projects which are but not limited to waybills and packaging materials. 4. Bid evaluation process In order to facilitate a transparent selection process that allows equal opportunity to all services providers, the HDA will adhere to its policy on the appointment of services providers. Proposal will be evaluated on the basis of the following criteria: Technical Functionality Cost The following table will demonstrate the criteria to be used for allocation of points for functionality as outlined above. Bids scoring less than points on functionality evaluation will be set aside and not considered any further in the evaluation: Bidders will be evaluated in terms of the prevailing supply chain policy applicable to the HDA and it should be noted that. Table 1 Functionality CRITERIA SUB-CRITERIA WEIGHTING/ POINTS Organisational Delivery time-frame for Overnight, Same 20 experience, Day, Public Holidays and on Weekends. capacity, resources capability (Attach company profile and and demonstrate in your proposal) Ability to deliver Nationally (National Footprint) and access remote areas. Demonstrable Financial capability to execute the project. Service Providers are expected to submit two years Audited Financial Statements. 20 TOTAL 50 References Approach and methodology Value add Proof of Previous Work Experience (Attach testimony letter/contactable references that demonstrate track record on similar projects which includes monetary value of those projects ) 1-3 testimony letter/contactable references 4 and above testimony letter/contactable references Proposed methodology detailing proposed approach to courier services Value add approach i.e. delivery and service TOTAL 0

4 The following criteria will be used for point s allocation for price and B-BBEE compliance on an 80/20 point system:- Table 3 Price and B-BBEE CRITERIA SUB-CRITERIA WEIGHTING/ POINTS Price Detailed budget breakdown 80 B-BBEE Status Level Verification B-BBEE Level Contributor 20 Certificate from accredited verification agencies TOTAL 0 6. Duration of contract It is expected that the contract will be in place for an initial period of 24 Months, subject to an assessment of the service received. The service will be evaluated based on performance criteria as contained in an agreement with the service provider. 7. Control mechanisms A formal communication structure is required to ensure that the delivery requirements are met by the service provider in respect of: Appointment Letter Contract 8. Payment structure 8.1. Payment is strictly on the basis of the proof of delivery (waybill) and Invoice HDA undertakes to pay in full within thirty (30) days, all valid claims for work done to its satisfaction upon presentation of a substantiated claim/invoice No payment will be made where there is an outstanding information/work by the service provider/s. 9. General 9.1. Below are compulsory requirements for this service It is important to note that the successful person will work under the supervision of a HDA representative, abide by HDA s Code of Conduct, and other organisational guidelines Kindly submit the following documents: Valid original tax clearance certificate. SBD Forms (SBD4, SBD6.1, SBD8 and SBD9) obtainable from HDA Website: Under compliance checklist. Valid and Original or Certified B-BBEE Status Level Verification Certificates issued by the following agencies SANAS, IRBA or CCA Further information regarding technical matters can be sent an to: Kate.Cooper@thehda.co.za or at tel: , and

5 9.3. Further information regarding supply chain matter and queries can be send via to: or at tel: Terms and Conditions..1. HDA undertakes to pay in full within thirty (30) days, all valid claims for work done to its satisfaction upon presentation of a substantiated claim/invoice..2. No payment will be made where there is an outstanding information/work by the service provider/s. 11. Submission of Proposal Proposals should be submitted on or before the 12 April 2013 by no later than 12h00 to: Attention: Supply Chain Management Block A, Riviera Office Park 6- Riviera Road, Killarney Johannesburg The selection of the qualifying proposal will be at the HDA s sole discretion. The HDA does not bind itself to accept any particular bid/proposal, and the HDA reserves the right not to appoint the service provider.