SUPPLIER NAME: REQUEST FOR QUOTATION FOR GOODS AND SERVICES FOR THE CITY OF JOHANNESBURG Procurement Less than R 200 000 (Including Vat) (For publication on the City of Johannesburg Notice Board/s & Website) The City of Johannesburg requests your quotation on the goods and/or services listed hereunder and/or on the available RFQ forms. Please furnish all information as requested and return your quotation on the date stipulated. Late and incomplete submissions will invalidate the quotation submitted. ADVERTISEMENT DATE 23 November 2015 DEPARTMENT RFQ NUMBER: R0284/15 DESCRIPTION OF GOODS/SERVICES RFQ SPECIFICATION FORMS/ DOCUMENTS ARE OBTAINABLE FROM: JMPD(Department of Public Safety) Request for quotations of supply and deliver of high quality Motorcyclist Leather Jackets and Trousers uniform. The COJ Website www.joburg.org.za/quotations OR COMPULSORY REQUIREMENTS SUBMISSION OF QUOTES: TIME: CLOSING DATE ENQUIRIES: FROM INFORMATION DESK 15 TH FLOOR METRO CENTRE 158 Civic Boulevard street BRAAMFONTEIN PLEASE NOTE THAT NOT SUBMITTING THE COMPULSORY DOCUMENTS MAY LEAD TO DISQUALIFICATION. QUOTATION BOX, GROUND FLOOR, METRO CENTRE 158 Civic Boulevard street, Braamfontein 10h30 30 November 2015 Nghezi Thomas Sambo:011 758 9515 Cell 082 821-2372 Quotations above R30 000 will be evaluated on the basis of the 80:20 point system as stipulated in the Preferential Procurement Policy Framework Act (Act number 5 of 2000) & the City s Supply Chain Management Policies and Procedures.
CHECKLIST RFQ NO: R0284/15 PLEASE USE THE CHECKLIST TO CONFIRM THAT ALL COMPULSORY DOCUMENTS HAVE BEEN ATTACHED TO YOUR QUOTATION. No Details 1. Copy of Company Registration Document 2. Rates & Taxes Invoice for Company OR Certified Copy of Lease Agreement OR Affidavit Certified by the SAPS 3. Rates and Taxes Invoice for All the Directors of the Company OR Certified Copy of Lease Agreement OR Affidavit Certified by the SAPS 4. Declaration on State of Municipal Account (Attached) 5. MBD 4: Declaration of Interest (Attached) 6. MBD 9: Certificate of Independent Bid Determination. (Attached) 7. MBD 6.4: Local Content (Attached) (IF REQUIRED) 8. Certified Copy of BBBEE certificate. 9. Original Tax Clearance Certificate 10. Training Suppliers to be accredited with SITA 11. Catering Suppliers to submit a Health Certificate 12. All alterations have been signed. 13. Quotation is signed. SIGNATURE NAME
PLEASE NOTE THAT NOT SUBMITTING THE COMPULSORY DOCUMENTS MAY LEAD TO DISQUALIFICATION COMPULSORY REQUIREMENTS 1. Original tax clearance Please note that copies of tax clearance certificates are not valid as per SARS and they will not be accepted by the City of Johannesburg. Failure to provide the original tax clearance certificate will result in the quotation being disqualified. 2. Latest copy of rate and taxes together with a completed Declaration on State of Municipal Accounts form. (Attached) Please note the following: a) There must be a Rates & Taxes invoice for each of the Directors of the Company as well as for the Company. The Rates & Taxes Invoice cannot be older than 3 months. If Rates & Taxes are in arrears for more than 3 months, the quotation will be disqualified. b) If the business is operated from the residence of one of the directors, an affidavit, certified, must be submitted stating the address of the business premises. c) If the premises from where business is conducted or where a director is residing, is leased a copy of the lease agreement or an affidavit must be submitted. 3. The quotation page must be signed. If you are using your own format on your Company s letterhead to quote please ensure that the quotation is signed. 4. The attached MBD 9 form (Certificate of Independent Bid Determination) must be completed and submitted with the quotation. If the MBD 9 is incomplete or not attached the quotation will be disqualified. 5. The attached MBD 4 form (Declaration of Interest) must be completed and submitted with the quotation. If the MBD 4 is incomplete or not attached the quotation will be disqualified. 6. Both the MBD 4 & 9 forms must be original for each quotation. No copies will be accepted. Both the MBD 4 & 9 forms must be dated within the quotation period. 7. Proof of Directors: A certified copy of your Company Registration Documents 8. A certified copy of the B-BBEE Status Level Verification Certificate must be attached. If not attached no points for B-BBEE will be awarded. 9. All price alterations must be signed for by the Bidder confirming that such changes were made by the Bidder. PLEASE NOTE THAT PRICE CHANGES WITHOUT A SIGNATURE WILL LEAD TO THE DISQUALIFICATION OF THE QUOTATION SUBMITTED. I HEREWITH CONFIRM THAT HAVE READ AND UNDERSTOOD THE ABOVEMENTIONED REQUIREMENTS SIGNATURE NAME
CONDITIONS 1. All goods or services purchased will be subject to CoJ SCM Policy and Procedures. A copy of said conditions is available from the SCMU office. 2. All purchases will be made through an official order form. Therefore no goods must be delivered or services rendered before an official order has been forwarded to and accepted by the successful bidder.. 3. To participate in the City s Quotation process for the procurement of goods and/or services, vendors are advised to get accredited and registered on the City s Supplier Database. Supplier registration forms are available from the. The City is dealing only with the registered and accredited suppliers on its Database. 4. All prices quoted must be exclusive of Value Added Tax (VAT). Suppliers who are not registered for VAT will be treated as Non VAT Vendors. 5. Prices quoted must include delivery charges and goods must be delivered to the address indicated on the quotation page. 6. All prices submitted must be firm. "Firm" prices are deemed to be fixed prices, which are only subject to the following statutory changes, namely VAT and any levy related to customs and excise. 7. Quantities are given in good faith and without commitment to the City of Johannesburg. The City reserves the right to increase or reduce the quantity to be in line with the set threshold for quotations prescribed in the SCM Policy. 8. THE CITY OF JOHANNESBURG DOES NOT TAKE RESPONSABILITY FOR ANY QUOTATIONS DEPOSITED IN THE WRONG BOX. I HEREWITH CONFIRM THAT HAVE READ AND UNDERSTOOD THE ABOVEMENTIONED REQUIREMENTS SIGNATURE NAME
ADDITIONAL REQUIREMENTS DECLARATION I certify that the information supplied is correct and I have read and understood the COJ General Conditions and Policies and Procedures and accept same I further certify that all the required information has been furnished and the relevant forms completed and are herewith submitted as part of the quotation. SIGNATURE: NAME: CAPACITY: DATE:
SUPPLY CHAIN MANAGEMENT UNIT P.O. BOX 7776 JOHANNESBURG 2000 VAT. NO: 4760117194 BIDDER: TEL: REQUEST FOR QUOTATION RFQ NUMBER RFQ DATE R0284/15 23 November 2015 CONTACT PERSON FAX: Your Vendor Number With Us: NAME: TEL No: Nghezi Thomas Sambo 011 758 9515 Cell 082 821-2372 PLEASE NOTE THAT YOU MUST BE REGISTERED ON THE CITY OF JOHANNESBURG SUPPLIER DATABASE Submission Deadline: 30 November 2015 Submission Time: 10H30 VALIDITY OF RFQ: 30 DAYS OFFICE USE ONLY: PRICE/S TO BE VAT EXCLUSIVE Please submit all Quotations to the fax number stated above RFQ S above R30 000-00 to a maximum of R200 000will be evaluated on the basis of the 80:20 point system as stipulated in the Preferential Procurement Policy Framework Act (Act number 5 of 2000). Points will be allocated as follows: Points for price: 80 Points for B-BBEE (Max of 20): Number of Points B-BBEE status Level of Contributor (80/20 system) 1 20 2 18 3 16 4 12 5 8 6 6 7 4 8 2 Non-Compliant contributor 0
SIGNATURE OF BIDDER CAPACITY Delivery Address: PLEASE NOTE THAT NO PRICE INCREASES WILL BE APPROVED AFTER SUBMISSION OF THE QUOTATION. REQUEST FOR QUOTATION (RFQ) NUMBER: R0284/15 ITE M NO. 1. DESCRIPTION Request for quotations of supply and deliver of high quality Motorcyclist Leather Jackets and Trousers uniform. Quantity Required SEE SPEC Unit of Measure Date required Delivery Period / Lead time Price per Unit of Measure (Excluding Vat) Total (Excluding Vat) NB ANY AND ALL ALTERATIONS MUST BE SIGNED FOR BY THE BIDDER CONFIRMING THAT SUCH ALTERATION WAS MADE BY THE BIDDER. PLEASE NOTE THAT PRICE CHANGES WITHOUT A SIGNATURE WILL BE DISQUALIFIED Grand Total ALL BIDDERS MUST PLEASE MAKE SURE THAT THEY KNOW WHAT THEY ARE QUOTING FOR. Conditions 1. All prices quoted must be exclusive of Value Added Tax (VAT). 2. Prices quoted must include delivery charges and goods must be delivered to the address indicated. 3. All prices submitted must be firm. "Firm" prices are deemed to be fixed prices, which are only subject to the following statutory changes, namely VAT and any levy related to customs and excise. 4. Quantities are given in good faith and without commitment to the City of JHB. 5. Vendors not registered for Value Added Tax with SARS will be treated as Non VAT vendors.
SPECIFICATIONS SPECIAL CONDITIONS 1. Overview The City of Johannesburg s Vision is as follows: Johannesburg - a World Class African City of the future a vibrant, equitable African city, strengthened through its diversity; a city that provides real quality of life; a city that provides sustainability for all its citizens; a resilient and adaptive society. Joburg. My City Our Future In order to realise this vision, The City has embarked on a strategy, the 2040 Strategy known as the 2040 Growth and Development Strategy. A key priority of the GDS is that of Safer Cities. The objective of the Safer Cities priority is the creation of a safe, secure and resilient City that protects and serves, builds and empowers communities. One of the critical role players that must ensure that the objectives of the Safer Cities are met, is the Johannesburg Metropolitan Police Department, hereinafter referred to as JMPD 2. Mandate JMPD's mandate is derived from the South African Police Service Amendment Act 83 of 1998. The department's functions include traffic policing, policing of municipal by-laws and regulations and the prevention of crime. The department is responsible for: Co-ordination and development of crime prevention strategies for the city; Development of delivery mechanisms and systems for crime prevention and by-law enforcement; and Guidance, operation and maintenance of an efficient and effective metropolitan police service. 3. Background To ensure that JMPD operate effectively, it requires an array of resources. A critical resource to JMPD is its Metro Police Officers (MPO) and Law Enforcement Officers (LEO). These Officers requires Quality Motor Cyclist Uniform that will protect and identify them to the Public and other MPO s and LEO s. 4. Required JMPD requires the supply and delivery of high quality Motorcyclist Leather Jackets and Trousers uniform. The Jackets and Trousers that are required, is set out in the document below.
The Jackets and Trousers are unique to JMPD and all designs and drawings will remain the property of JMPD and therefore great care should be exercised during and after the contract period to secure this information. SPECIAL CONDITIONS (CONTD) It is furthermore, required that the Bidder puts in place security/control measures to safeguard all garments. Details of such arrangements must accompany the Bid documents. 5. PLACE OF DELIVERY The place of delivery shall be for all intent and purpose the following: The JMPD Uniform Stores JMPD HQ 195 Main Rd Martindale Johannesburg 6. SAMPLES It is required that Bidders supply samples (or swatches of the material to be used) of the Motorcyclist Leather Jackets and Trousers to demonstrate their compliance with specification, workmanship, design, quality and finishing to the office of Mrs Mandie Olivier, at The Clothing Stores, JMPD HQ, 195 Main Rd, Martindale, Johannesburg. Not later than the time and date of closing of the Bid. The samples must be properly parcelled and labelled to show: (a) (b) (c) (d) The RFQ number and item number. Samples must be marked/ labelled with the Bidder s Vendor number instead. This requirement will assist to ensure that the sample evaluation committee remains objective and unbiased. A delivery note with details of the Items. Samples must be delivered during office hours The Bidder must note that the Council is not responsible to take over any samples. The Council without any compensation will dispose of samples not removed by unsuccessful Bidders within, thirty days of notification of non-acceptance of their offer. Bid documents should be placed in the RFQ Box as directed on the cover of this document and not be included with the samples. Samples where necessary will be tested for compliancy to specification at SABS. The cost associated with such testing will be borne by the respective Bidder.
All Bids will automatically be disqualified where Bidders have failed to supply the necessary samples to JMPD/SCMU at the above-mentioned office before close of business on the day of closing of Bids. 7. FURTHER INFORMATION Further information, if required may be obtained on application to Mr N.T. Sambo at fax 011 758 9327 and email, ThomasS@joburg.org.za or Mrs Mandie Olivier at fax 011 758 9327 and email MandieOl@joburg.org.za 8. QUANTITIES That the quantities listed in this document are given in good faith and without commitment to the Council. 9. QUALITY ASSURANCE The successful Bidder is required to put in place quality control measures to ensure that only high quality garments are dispatched to the JMPD stores. The COJ/JMPD may Batch Test garments for compliancy prior to delivery to JMPD. Associated testing cost will be borne by the Bidder Notwithstanding the above paragraph, uniform items found not to be in compliance to specification after the delivery to JMPD will be returned to the Contracted Supplier at his cost. Contracted Suppliers are required to replace such items at no additional cost to Council/JMPD. The Bidder shall also grant JMPD Officials access to the manufacturing plant during the manufacturing and dispatch phase of the production to inspect the quality of goods and to evaluate the quality measures the Bidder has put in place. Continued failure to deliver quality garments will result in the Contract being cancelled due to nonperformance 10. IDENTIFICATION OF GARMENTS Garments as-and-where specified in the specifications of this document shall be affixed with the JMPD rubberised shield and name Tags. Cost of the rubberised Shield and Name Tags must be calculated in the pricing of the Item It is furthermore required that the garments be mark in such a way that it could be traced back to a batch that was manufactured should the fabric have inherent defects. It is advised that garments be labelled with Batch numbers for this purposes. 11. CARE LABELLING/Instructions Each garment shall have a woven or printed label that is permanently secured to it and that provides (in accordance with SABS011 correct and appropriate care instructions.
Printed labels shall comply with the requirement of SABS 1309. All care-labels and their markings shall be such that they outlast the garments. Country of manufacture, size and fabric composition must also be affixed to the garment in the same fashion as the care instructions THE CITY OF JOHANNESBURG RESERVES THE RIGHT NOT TO PROCEED WITH ALL OR PART OF THE AWARD OF BID. 12. Required: The JMPD requires the Supply and delivery of Motorcyclist Leather Jackets and Trousers. The successful bidder shall be responsible to measure the relevant personnel of the Johannesburg Metropolitan Police Department and supply garments according to the individual measurements. The Motorcyclist Leather Jackets and Trousers must comply with JMPD specifications for Motorcyclist Leather Jackets and Trousers as contained in JMPD Specifications Annexure A and B respectively. These specifications are attached to this RFQ document. 13. Returnable Documents The following is a list of Documents that must be returned with the Bid submission: 1) Valid and original Tax Clearance certificates. 2) Completed and signed MBD Forms: Declaration on Status of Municipal Accounts MBD 4 MBD 8 MBD 9 MBD 6.2 3) Bid must be completed and signed in black ink. 4) Original or Certified copy of B-BBEE Certificate 5) Fabric performance certificates for all pieces of material, which states fabric composition, tensile strength, colour fastness, etc. for material of all garments. 6) Local content documentation (Origins and Materials), the DTI register to be checked for local content. 7) Guarantees against workmanship, fabric, fabric colour fastness (Level 4)
EVALUATION OF BID The Evaluation of this Bid has a two phase approach. The phases are as follows: 1. Samples and Local content evaluation 2. B-BBEE and Pricing Proposals will be evaluated in terms of the Preferential Procurement Policy Framework Act using the 80:20 points system. SAMPLES AND LOCAL CONTENT EVALUATION This Bid is subject to the Preferential Procurement Regulations, 2011 pertaining to the Preferential Procurement Policy Framework Act, Act No 5 of 2000 which came into effect on 7 December 2011 make provision for the DTI to designate sectors in line with developmental and industrial policies for local production. The stipulated minimum threshold for production and content for the Textiles, Clothing and Footwear sector is 100% EVALUATION CRITERIA LOCAL CONTENT EVALUATION A Bid that scores less than 100 points out of 100 allocated for local content shall be regarded as non-responsive. The SABS approved technical specification number SATS 1286:2011 and the Guidance on the Calculation of Local Content together with the Local Content Declaration Templates { Annex C (Local Content Declaration: Summary Schedule to Annex C), D (Imported Content Declaration: Supporting Schedule to Annex C) and E (Local Content Declaration: Supporting Schedule to Annex C)} are accessible to all potential bidders on the dti s official website http://www.thedti.gov.za/industrial development/ip.jsp. The evaluation criteria for functionality are set out in Table A while the evaluation criteria for the 80:20 points in respect of the Preferential Procurement Policy Framework Act are set out in Table A.
SAMPLES EVALUATION The Samples will be evaluated according to the following requirements: Samples must be compliant to all specifications unless the bidder has expressly stated in the Bid documentation that he/she are proposing acceptable alternatives of which the details must be documented in the bid documentation.
EVALUATION CRITERIA Table A: Allocation of 80:20 points 90 points will be awarded for price and 10 points for the financial offer (BBBEE), once the City is satisfied that the proposing organization has the necessary, competencies, resources, qualifications and experience to execute the project. Criteria Applicable Guidelines Points Price Points to be allocated in respect of the financial proposal B-BBEE Status Level of Contributor 80 Points 1 20 2 18 3 16 4 12 5 8 6 6 7 4 8 2 Non-compliant contributor 0 Maximum 20 Total 100 BROAD-BASED BLACK ECONOMIC EMPOWERNMENT (B-BBEE) STATUS Bidders are required to, together with their Bids, submit original and valid B-BBEE Status Level Verification Certificates or certified copies thereof to substantiate their B-BBEE rating claims. Bidders who do not submit B-BBEE Status Level Verification Certificates do not qualify for preference points for B-BBEE but will not be disqualified from the bidding process.
FORM OF BID AND BIDDERS INFORMATION NB ANY AND ALL ALTERATIONS TO THE RFQ DOCUMENTS MUST BE SIGNED IN FULL BY THE BID S AUTHORISED SIGNATORY AND AN ACCOMPANYING LETTER FROM THE BIDDER ON THEIR OFFICIAL LETTERHEAD WILL INDICATE SUCH ALTERATIONS. FAILURE TO OBSERVE THIS WILL DISQUALIFY THE BID. ANY COMPLETION OF THE BID DOCUMENT IN PENCIL OR ERASABLE INK WILL NOT BE ACCEPTED AND WILL DISQUALIFY THE BID. I/We the undersigned hereby acknowledge myself/ourselves fully conversant with the Details and conditions set out in the Conditions of Bid, General Conditions of Bid, Special Conditions and Technical information and Specification attached and hereby agrees to Supply, Deliver and Offload Motorcyclist Leather Jackets and Trousers to JMPD. Item Estimated Quantities Description 1 20 Jacket: Motorcyclist Leather Jackets 2 20 Trousers: Motorcyclist Totals Leather Cost per Garment Total Cost Delivery Period in Weeks Prices excluding vat : Rate of Value Added Tax ø % Ø To be inserted by the Bidder Name of Bidder (in full):
FORM OF BID AND BIDDERS INFORMATION (CONTD.) Name of firm (in full) : Company Registration Number : VAT Registration Number : RSC reference number : Business address : Postal address : Telephone number : Fax number : Name of person authorised to sign this RFQ : (BLOCK LETTERS) Signature of person authorised to sign this RFQ : Date: 2015 Witness 1: Witness 2:
SPECIFICATION City of Johannesburg
NB: SAMPLES WILL BE REQUESTED FORM SHORTLISTED SUPPLIERS