BID SPECIFICATIONS LIGHT STONE-COLOURED CREW NECK T-SHIRTS AUCTION #

Transcription

1 BID SPECIFICATIONS LIGHT STONE-COLOURED CREW NECK T-SHIRTS AUCTION # ITEM DESCRIPTION: T-SHIRTS PROCUREMENT AND PRINTING 1. BACKGROUND The Electoral Commission (IEC) invites suppliers in the relevant industries to submit bids for the production and printing of T-SHIRTS to be used to identify contracted IEC staff in the field preparing for the 2016 elections. 2. ITEM SPECIFICATION Light stone-coloured T-shirt Crew neck Short sleeves 2cm navy ribbing on the collar 2cm navy ribbing on both sleeves 180gsm carded cotton 100% pre-shrunk cotton Manufactured in South Africa in accordance with Department of Trade and Industry (DTI) minimum thresholds for local production and content for the textile, clothing, leather and footwear sector. (Refer to section 4) Five sizes: 4XLarge, 3XLarge, 2XLarge, Large and Medium 3. COLOUR PRINT Front to be printed with IEC corporate logo on the right chest and the wording IEC OFFICIAL on the left. Back to be printed with the IEC corporate logo and the wording 2016 Municipal Elections Four (4) colours: Corporate colours: Mid Blue: Pantone 300U CMYK: 100C 43M 0Y 0K Light Blue: Pantone 283U CMYK: 38C 10M 0Y 0K Navy: Pantone 2965U CMYK: 100C 38M 0Y 0K White PLEASE NOTE: The corporate colours used on the T-shirts MUST MATCH the Pantone colours indicated above.

2 Page 2 of PRODUCTION REQUIREMENTS Minimum local content requirements: The stipulated minimum threshold percentages for local production and content for the required T-shirts is 100%, thus only locally produced or locally manufactured T-shirts from local raw material or input will be considered. In cases where raw materials are not available locally If the raw material or input for the T-shirts is not available locally, bidders should obtain written authorisation from the Department of Trade and Industry (DTI) should there be a need to import such raw material or input. A copy of the authorisation letter must be submitted together with the bid and sample T- shirt at the closing date and time of the auction. The exchange rate used for the calculation of local production and content will be the exchange rate published by the South African Reserve Bank (SARB) at 12:00 on the date of the advertisement of the bid. The rates of exchange quoted by the bidder in paragraph 4.1 of the Declaration Certificate will be verified for accuracy. Important Note on Determining Local Content: A declared local content of 100% is not a true reflection if the DTI issued an authorisation letter to import some of the raw materials. In such instances bidders are expected to declare the actual local content % of less than 100% for the fact that an authorisation letter was provided by the DTI. In that regard, bids will not be disqualified during the first stage of evaluation for not meeting the required local content threshold. The purpose thereof is to encourage bidders to declare the exact local content, e.g. if a bidder indicates that he/she will be importing dyes and chemicals or other raw materials then it is not possible to have 100% local content if there is any portion of import no matter how small it may be. Calculation of the local content The South African Bureau of Standards (SABS) approved technical specification number SATS 1286:2011 will be used to calculate local content. The Declaration Certificate for Local Production and Content (SBD 6.2 Annexure B) together with Annexure C (Local Content Declaration: Summary Schedule) must be completed, duly signed and submitted by the bidder at the closing date and time of the bid. The SABS approved technical specification and the Guidance on the Calculation of Local Content together with the Local Content Declaration Templates [Annexure C (Local Content Declaration: Summary Schedule), D (Imported Content Declaration: Supporting Schedule to Annexure C) and E (Local Content Declaration: Supporting Schedule to Annexure C)] are accessible to all potential bidders on the DTI s official website development/ip.jsp at no cost. The local content (LC) expressed as a percentage of the bid price will be calculated in accordance with the following formula: LC = (1 x/y)*100

3 Page 3 of 15 Where x is the imported content in Rand y is the bid price in Rand excluding value added tax (VAT) Prices referred to in the determination of x will be converted to Rand (ZAR) by using the exchange rate published by the SARB at 12:00 on the date that the bid has been advertised. Please note that the bid price reflected on the auction (eprocurement system) must include all applicable costs INCLUDING VAT, however for the purposes of completion of annexures B, C, D and E local content declarations and schedules prices must EXCLUDE VAT. 5. PRINTING REQUIREMENTS T-shirts to be printed on the front with the IEC corporate logo on the right and the words IEC OFFICIAL on the left. T-shirts to be printed on the back with the IEC corporate logo and the words 2016 Municipal Elections. Front print area as per artwork. Back print area as per artwork. Artwork will be supplied on disc in the printer s required format. Note: Final printing requirements and artwork will be communicated with and supplied to the successful bidder. 6. QUANTITY The total required number of printed T-shirts is 5700 units. The Commission reserves the right to negotiate additional quantities with successful supplier/s. 7. SIZES Five sizes are required: 4XLarge, 3XLarge, 2XLarge, Large and Medium The breakdown* for each size is as follows: Medium (M) 285 Large (L) XLarge (XXL) XLarge (XXXL) XLarge (XXXXL) 855 *For size breakdown per province see Appendix A 8. PACKAGING FOR DELIVERY The T-shirts must be packed for delivery to facilitate distribution to IEC warehouse as follows:

4 Page 4 of T-shirts, folded, per box. Boxes must be labelled with a description of the content including the sizes, the quantity, weight and the supplier. In addition the boxes must be labelled with the name of the PROVINCE it is allocated to as per the packaging requirements in Appendix A in order to facilitate distribution of the T-shirts from the IEC warehouse to the respective provinces. Care must be taken not to mix the provinces/end destinations. Bidders must note that the cost of packaging and delivery must be included in the bid price, and all packaging materials including pallets remain the property of the Commission after delivery. 9. DELIVERIES The successful supplier will be responsible for the distribution of the T-shirts directly to the IEC national warehouse as per Appendix B below. Delivery of the T-shirts to the warehouse must not be later than 27 March ALL deliveries should take place during working hours (08h30-16h00). Prior notification must be given to ensure availability of receiving staff. The supplier must notify the contact person on the delivery schedule and intended times of delivery, as per Appendix B below. The Commission may, at its discretion, negotiate alternative delivery options with successful suppliers should it be required. Boxes of T-shirts MUST be palletised for easy offloading at warehouses (optional with small quantities). 10. QUALITY CONTROL The awarding of the auction is subject to a due diligence audit of the successful bidder as well as any other vetting/screening that may be required, including all other suppliers in the production process. The successful supplier must be able to demonstrate an established and stable business in the clothing and printing industry. The Commission will have the right to conduct inspections at the supplier s premises for quality and adherence to specifications before deliveries are made. The supplier must undertake and warrant that all goods shall at the time of delivery be according to specifications, in good condition, order and ready for use. The supplier has the primary responsibility to ensure that quantity is in accordance with the specification. 11. SPECIAL REQUIREMENTS In addition to the requirements stipulated in section 4 above, bidders are required to provide the Commission with the following as part of their bid submission: Written Submission A written submission explaining who will supply the raw materials for the T- shirts, manufacture and print them. Once all the suppliers in this process have been confirmed by the Commission, the delivery of the T-shirts will be

5 Page 5 of 15 subject to those suppliers being used and no change will be allowed without prior approval. The Commission also reserves the right to execute random inspections at the producers of the T-shirts and any other vetting/inspections that may be required to ensure adherence to auction conditions that includes verification of the origin of any material used in the production process. Where subcontractors (these may include manufacturers of T-shirts) are being used for the supply of the T-shirts (or any component thereof) a letter of guarantee must be obtained from that supplier in support of any of the local content claims being made. The letter of guarantee must state that the subcontractor is supplying the T-shirts (or any component thereof) to the bidder and that the T-shirts (or any component thereof) conform to the specific local content requirements and 100% minimum threshold applicable to the T-shirts. Any percentage applicable to imported products/components must also be clearly stated (these must be supported by the letter/s of authorisation from the DTI). Relevant certificates to prove that the T-shirts conform to applicable SABS standards should also be submitted. The written submission must also be accompanied by the documentation referred to in section 4: Declaration Certificate for Local Production and Content (Annexure B). Local Content Declaration: Summary Schedule (Annexure C). Imported Content Declaration: Supporting Schedule to Annexure C (Annexure D). Local Content Declaration: Supporting Schedule to Annexure C (Annexure E). In addition to the above, service providers must prepare and submit a bill of materials (BOM) (raw materials included) to be utilised in the production process. The schedule must clearly indicate which materials are produced locally in South Africa and which materials are imported. The proposed format for the BOM to be created is as follows: EXAMPLE Bill of Materials (BOM) % of Finished T-Shirt Locally Manufactured (YES / NO) Imported (YES / NO) DTI Authorisation (YES / NO) e.g. Cotton 75% Yes No Not applicable e.g. Yarn 10% Yes No Not applicable e.g. fabric dye 5% No Yes Yes e.g. silk screen ink 10% Yes No Not applicable In support of the local content requirements, the necessary written authorisation from the Department of Trade and Industry (DTI) must be submitted, should there be a need to import such raw material or input. The information provided in Annexures C, D and E must correlate with the BOM, especially in respect of local content % and values. Sample T-shirt The sample T-shirt for evaluation purposes must be stone coloured with navy collar and sleeve ribbings and demonstrate the quality of printing on the T- shirt and the materials to be used (180gsm carded cotton) by the supplier in

6 Page 6 of 15 order to meet the auction specifications. Printing on the sample T-shirt must have three colours or more, but need not contain IEC-related printing. It must demonstrate the printing ability of the supplier. Samples will not be returned since it must be kept for audit purposes for at least five (5) years. Bids must be placed electronically by 11:00 on 13 February 2015 on the auction (eprocurement website). However, all the required documentation as well as the sample(s) T-shirt must be submitted not later than 11:00 on 16 February No late submissions of the required bid documents or samples will be considered. Documents and samples must be delivered directly to: Ms Mavis Louw Procurement Department Election House Riverside Office Park 1303 Heuwel Avenue Centurion ( ) PLEASE NOTE: Samples and bid documentation must be clearly marked with the suppliers details for identification purposes. The Commission will not accept responsibility for samples and documentation that are submitted and that cannot be identified in respect of the supplier that made the submission. Bids without the required documents or sample T-shirt will be disqualified. Documents or sample T-shirts that are not supported by an electronic bid placed on the auction (eprocurement website) will not be considered. 12. EXCLUSIVITY OF CONTRACT The Commission reserves the right to award the auction to any one or more suppliers in order to ensure that its timelines are met in preparation for the stated delivery date. For this purpose, suppliers may also be invited to submit bids for the maximum number of T-shirts that they will be able to supply conforming to exact specification. In that instance, the Commission may resolve, at its sole discretion, to set aside this auction and to opt for alternative procurement options. The Commission may also, at its sole discretion consider alternative options offered by service providers should it deem such options to be viable and having had due regard to the conditions of this auction. 13. SUPPLIER PERFORMANCE The successful supplier will be required to provide a proof with the IEC artwork printed on the specified T-shirt (material and colour) for sign off before production commences. The successful bidder will be required to enter into a Service Level Agreement (contract/sla) with specific attention to delivery timeframes that shall apply.

7 Page 7 of 15 The purpose of the SLA is to fix performance criteria within the key requirements of this auction, namely QUANTITY, QUALITY AND DELIVERY DATES. It will also contain elements such as supplier progress milestones, delivery schedules, quality checkpoints, and invoicing procedures. The Commission reserves the right to reject any deliveries not conforming to its specifications, including, but not limited to, damaged parcels. Where previously agreed production and/or delivery schedules are not met by a supplier, the Commission shall have the right to appoint an alternative supplier to make good the shortfall in supply in order to ensure delivery of the registration weekends and the elections. Any extra costs incurred by the Commission in undertaking any corrective actions from another source will be for the account of the defaulting supplier, in addition to any other penalties that may apply. No payment will be processed before full delivery has been completed and confirmed. 14. ENQUIRIES REGARDING SPECIFICATIONS All enquiries concerning bids, registration on and documentation to be submitted for the IEC eprocurement system, VotaQuotes, can be directed to Ms Mavis Louw at the Procurement Department, Tel (012) or louwm@elections.org.za Enquiries concerning product specifications can be directed to Ms Tumi Sethoba at the Communication Department, Tel (012) or sethobat@elections.org.za Enquiries concerning the 100% stipulated threshold for local production and content for the T-shirts must be directed to Ms Cathrine Matidza at the Department of Trade and Industry (DTI), Tel (012) or Fax (012) or CMatidza@thedti.gov.za or the DTI Customer Contact Centre

8 Page 8 of 15 APPENDIX A SIZE BREAKDOWN PER PROVINCE (Please note that the quantities in this table are estimates and provided to enable you to bid. Bids must be in accordance of the specified quantities but final quantities will be confirmed with the successful bidder.) PROVINCE 4XLarge 3XLarge 2XLarge Large Medium TOTAL QTY National Eastern Cape Provincial Free State Provincial Gauteng Provincial KwaZulu-Natal Provincial Limpopo Provincial Mpumalanga Provincial North West Provincial Northern Cape Provincial Western Cape Provincial TOTAL

9 Page 9 of 15 APPENDIX B DELIVERY ADDRESS AND CONTACT DETAILS PROVINCE National WAREHOUSE ADDRESS 288 Kwambi Crescent Icon Industrial Park Sunderland Ridge Centurion LATITUDE LONGITUDE CONTACT PERSON CONTACT NUMBERS TOTAL QTY Roshnie Naidu Thato Ndala Tel: Fax: TOTAL QUANTITY OF T SHIRTS TO BE DELIVERED 5 700

10 Page 10 of 15 ANNEXURE B SBD 6.2 DECLARATION CERTIFICATE FOR LOCAL PRODUCTION AND CONTENT FOR DESIGNATED SECTORS This Standard Bidding Document (SBD) must form part of all bids received. It contains general information and serves as a declaration form for local content (local production and local content are used interchangeably). Before completing this declaration, bidders must study the General Conditions, Definitions, Directives applicable in respect of Local Content as prescribed in the Preferential Procurement Regulations, 2011, the South African Bureau of Standards (SABS) approved technical specification number SATS 1286:2011 (Edition 1) and the Guidance on the Calculation of Local Content together with the Local Content Declaration Templates [Annex C (Local Content Declaration: Summary Schedule), D (Imported Content Declaration: Supporting Schedule to Annex C) and E (Local Content Declaration: Supporting Schedule to Annex C)]. 1. General Conditions 1.1. Preferential Procurement Regulations, 2011 (Regulation 9) makes provision for the promotion of local production and content Regulation 9.(1) prescribes that in the case of designated sectors, where in the award of bids local production and content is of critical importance, such bids must be advertised with the specific bidding condition that only locally produced goods, services or works or locally manufactured goods, with a stipulated minimum threshold for local production and content will be considered Where necessary, for bids referred to in paragraph 1.2 above, a two stage bidding process may be followed, where the first stage involves a minimum threshold for local production and content and the second stage price and B-BBEE A person awarded a contract in relation to a designated sector, may not subcontract in such a manner that the local production and content of the overall value of the contract is reduced to below the stipulated minimum threshold The local content (LC) expressed as a percentage of the bid price must be calculated in accordance with the SABS approved technical specification number SATS 1286: 2011 as follows: LC = [1 - x / y] * 100 Where x is the imported content in Rand y is the bid price in Rand excluding value added tax (VAT) Prices referred to in the determination of x must be converted to Rand (ZAR) by using the exchange rate published by South African Reserve Bank (SARB) at 12:00 on the date of advertisement of the bid as indicated in paragraph 4.1 below.

11 Page 11 of 15 The SABS approved technical specification number SATS 1286:2011 is accessible on development/ip.jsp at no cost. 1.6 A bid may be disqualified if (a) this Declaration Certificate and the Annexure C (Local Content Declaration: Summary Schedule) are not submitted as part of the bid documentation; and (b) the bidder fails to declare that the Local Content Declaration Templates (Annex C, D and E) have been audited and certified as correct. 2. Definitions 2.1. bid includes written price quotations, advertised competitive bids or proposals; 2.2. bid price price offered by the bidder, excluding value added tax (VAT); 2.3. contract means the agreement that results from the acceptance of a bid by an organ of state; 2.4. designated sector means a sector, sub-sector or industry that has been designated by the Department of Trade and Industry in line with national development and industrial policies for local production, where only locally produced services, works or goods or locally manufactured goods meet the stipulated minimum threshold for local production and content; 2.5. duly sign means a Declaration Certificate for Local Content that has been signed by the Chief Financial Officer (CFO) or other legally responsible person nominated in writing by the Chief Executive, or senior member / person with management responsibility (close corporation, partnership or individual) imported content means that portion of the bid price represented by the cost of components, parts or materials which have been or are still to be imported (whether by the supplier or its subcontractors) and which costs are inclusive of the costs abroad (this includes labour or intellectual property costs), plus freight and other direct importation costs, such as landing costs, dock duties, import duty, sales duty or other similar tax or duty at the South African port of entry; 2.7. local content means that portion of the bid price which is not included in the imported content, provided that local manufacture does take place; 2.8. stipulated minimum threshold means that portion of local production and content as determined by the Department of Trade and Industry; and 2.9. sub-contract means the primary contractor s assigning, leasing, making out work to, or employing another person to support such primary contractor in the execution of part of a project in terms of the contract. 3. The stipulated minimum threshold(s) for local production and content (refer to Annexure A of SATS 1286:2011) for this bid is as follows:

12 Page 12 of 15 Description of services, works or goods Stipulated minimum threshold Production and printing of T-Shirts 100 % 4. Does any portion of the services, works or goods offered have any imported content? (Tick applicable box) YES NO 4.1 If yes, the rate(s) of exchange to be used in this bid to calculate the local content as prescribed in paragraph 1.5 of the general conditions must be the rate(s) published by SARB for the specific currency at 12:00 on the date of advertisement of the bid. The relevant rates of exchange information is accessible on Indicate the rate(s) of exchange against the appropriate currency in the table below (refer to Annex A of SATS 1286:2011): Currency US Dollar Pound Sterling Euro Yen Other Rates of exchange NB: Bidders must submit proof of the SARB rate(s) of exchange used. 5. Were the Local Content Declaration Templates (Annex C, D and E) audited and certified as correct? (Tick applicable box) YES NO 5.1. If yes, provide the following particulars: (a) Full name of auditor: (b) Practice number:.. (c) Telephone and cell number:.. (d) address:.. (Documentary proof regarding the declaration will, when required, be submitted to the satisfaction of the Chief Electoral Officer) Important Failure to confirm that the templates have been audited and certified as correct in item 5 above or to stipulate the auditor s detail in item 5.1 above may result in the bid being disqualified.

13 Page 13 of Where, after the award of a bid, challenges are experienced in meeting the stipulated minimum threshold for local content the dti must be informed accordingly in order for the dti to verify and in consultation with the Chief Electoral Officer provide directives in this regard. LOCAL CONTENT DECLARATION (REFER TO ANNEXURE B OF SATS 1286:2011) LOCAL CONTENT DECLARATION BY CHIEF FINANCIAL OFFICER (CFO) OR OTHER LEGALLY RESPONSIBLE PERSON NOMINATED IN WRITING BY THE CHIEF EXECUTIVE OR SENIOR MEMBER/PERSON WITH MANAGEMENT RESPONSIBILITY (CLOSE CORPORATION, PARTNERSHIP OR INDIVIDUAL) IN RESPECT OF BID NO.... ISSUED BY:THE ELECTORAL COMMISSION NB 1 The obligation to complete, duly sign and submit this declaration cannot be transferred to an external authorized representative, auditor or any other third party acting on behalf of the bidder. 2 Guidance on the Calculation of Local Content together with Local Content Declaration Templates (Annex C, D and E) is accessible on development/ip.jsp. Bidders should first complete Declaration D. After completing Declaration D, bidders should complete Declaration E and then consolidate the information on Declaration C. Declaration C should be submitted with the bid documentation at the closing date and time of the bid in order to substantiate the declaration made in paragraph (c) below. Declarations D and E should be kept by the bidders for verification purposes for a period of at least 5 years. The successful bidder is required to continuously update Declarations C, D and E with the actual values for the duration of the contract. Important: Declarations C, D and E must be completed as required and signed by the same company representative that certifies/signs below (Annexure B). Annexure D must also be completed stipulate zero (0) values if there are no imported material. I, the undersigned,...(full names), do hereby declare, in my capacity as.. of...(name of bidder entity), the following: (a) The facts contained herein are within my own personal knowledge. (b) I have satisfied myself that: (i) the goods/services/works to be delivered in terms of the above-specified bid comply with the minimum local content requirements as specified in the bid,

14 Page 14 of 15 (ii) and as measured in terms of SATS 1286:2011; and the declaration templates have been audited and certified to be correct. (c) The local content percentage (%) indicated below has been calculated using the formula given in clause 3 of SATS 1286:2011, the rates of exchange indicated in paragraph 4.1 above and the information contained in Declaration D and E which has been consolidated in Declaration C: Bid price, excluding VAT (y) Imported content (x), as calculated in terms of SATS 1286:2011 Stipulated minimum threshold for local content (paragraph 3 above) Local content %, as calculated in terms of SATS 1286:2011 R R If the bid is for more than one product, the local content percentages for each product contained in Declaration C shall be used instead of the table above. The local content percentages for each product has been calculated using the formula given in clause 3 of SATS 1286:2011, the rates of exchange indicated in paragraph 4.1 above and the information contained in Declaration D and E. (d) I accept that the Procurement Authority / Institution has the right to request that the local content be verified in terms of the requirements of SATS 1286:2011. (e) I understand that the awarding of the bid is dependent on the accuracy of the information furnished in this application. I also understand that the submission of incorrect data, or data that are not verifiable as described in SATS 1286:2011, may result in the Procurement Authority / Institution imposing any or all of the remedies as provided for in Regulation 13 of the Preferential Procurement Regulations, 2011 promulgated under the Preferential Policy Framework Act (PPPFA), 2000 (Act No. 5 of 2000). SIGNATURE: DATE: WITNESS No. 1 DATE: WITNESS No. 2 DATE:

15 Page 15 of 15 IDENTIFICATION ITEMS: LIGHT STONE-COLOURED CREW NECK T-SHIRTS EVALUATION CRITERIA AUCTION # Supplier: KEY REQUIREMENTS FOR EVALUATION (If the answer is NO to any of the questions, the sample is DISQUALIFIED) YES NO Did the supplier place a bid on the eprocurement system? Was a sample T-shirt submitted for evaluation purposes? Was the sample T-shirt submitted on time? Was the sample T-shirt accompanied by a bill of materials (BOM)? Was the sample T-shirt accompanied by the Declaration Certificate for Local Production and Content (Annexure B / SBD 6.2) and the required forms as stipulated in the DTI requirements, i.e. Annexures C, D and E? Has the Declaration Certificate for Local Production and Content (Annexure B / SBD 6.2) been fully completed AND has it been audited? Have the relevant sections of Annexures C, D and E been fully completed and signed? Was the sample T-shirt accompanied by a copy of the authorisation letter from the DTI if the raw materials are not locally available (if applicable)? Does the bid amount on the eprocurement auction correlate with that of Annexure C (i.e. tender price as stipulated in Annexure C plus VAT)? Was the sample T-shirt accompanied by a written submission explaining: - Who the supplier of the raw materials will be? - Who the manufacturer of the T-shirts will be? - Who the printer of the T-shirts will be? OUTCOME: QUALIFIES FOR FURTHER EVALUATION (YES / NO) STAGE 1: EVALUATION OF SAMPLE T-SHIRT EVALUATION CRITERIA The T-shirt is manufactured of 180gsm carded cotton COMPLY DOES NOT COMPLY COMMENTS The sample T-shirt is light stone coloured The T-shirt has a crew neck and short sleeves The ribbing on the collar and sleeves is navy STAGE 2: PRINTING ON SAMPLE T-SHIRT EVALUATION CRITERIA The printing on the sample T-shirt contains three colours or more The printing on the sample T-shirt is neat and clear, e.g. no bleeding on the edges? COMPLY DOES NOT COMPLY COMMENTS STAGE 3: EVALUATION OF QUALIFYING BIDS Only bids that achieve the minimum stipulated threshold for local production and content will be evaluated in this stage. The evaluation of qualifying bids will be done in accordance with the 90/10 preference point system prescribed in the Preferential Procurement Regulations, A contract(s) for the production and supply of the required banners will only be awarded at prices that are market related taking into account, among others, benchmark prices, value for money and economies of scale. Recommendations are made based on technical ability, price and subject to due diligence audit requirements.