TENDER BRIEFING NOTES TENDER IEC/NW-01/2015 SECURITY SERVICES IN NORTH WEST 21 April 2015 at 11:00 Protea Office Park, 103 Sekame Street, Mmabatho The tender briefing session is held to promote a better understanding of the tender requirements and to enhance successful participation in the tender. Tender briefing panel: Mr William Ragophala (Support Services) Mr Barend Van Staden (North West Provincial Office) Ms Marley Metswamere (North West Provincial Office) Mr Ragophala welcomed the prospective tenderers and thanked them for attending the briefing, he further made the tenderers aware about the typing error of his contact number on Pg1 of the tender document which was edited on the system on 20 th April 2015 (particularly for those who had already printed the tender document). Mr Ragophala presented both procurement and security technical aspects to the prospective bidders. In his presentation Mr Ragophala addressed amongst other aspects the following: The following key issues must be noted: Attendance to the briefing is not compulsory. The closing date and time for the tender is 11:00 on 30 April 2015. Tender documents must only be submitted at the Electoral Commission s address as specified in the tender document before the closing date and time. The Electoral Commission preferably determines the time of closure by using Telkom s 1026 number if available at the time of the closure of the tender. Once the tender closes, a list of bids received will be recorded. The list of bids received will be published on the Electoral Commission s eprocurement website within 10 days of the tender closing. All interested parties are welcome to observe the closure of the tender, should they so wish. Primary bid compliance verification is performed prior to the bid evaluation process to determine which bids qualify for consideration and which not. This is done by the Electoral Commission s Procurement and Asset Management Department and Legal Services. The findings are then independently verified by the Electoral Commission s Internal Audit Unit. 1
The Electoral Commission s Procurement and Asset Management Department, User Department and Legal Services will attend to the evaluation of bids after the primary compliance verification process has been concluded. Once the bid evaluation committee has considered the bids, proposals are made to the Bid Adjudication Committee who, in turn, shall make recommendations to the Chief Electoral Officer via the Executive Committee (EXCO) on the final adjudication thereof. Bids with a value exceeding R5 million including all applicable taxes are approved by the Chief Electoral Officer in consultation with the Commission. Bidders and their directors/trustees/shareholders listed on the national treasury register for tender defaulters and the list of restricted suppliers will not be considered for bid adjudication purposes. NO LATE TENDERS will be accepted. Certain aspects of the tender that should not be overlooked are as follows: Prospective service providers must ensure that the tender document has all the tender pages as any bid submission that lacks a page or more will be disqualified. Although courtesy copies may be made available to service providers it remains their responsibility to ensure that their bid submissions contain all the applicable pages of the tender document. Prospective service providers are requested to write their company name on the cover page of the tender document refer space provided for that purpose. The checklist provided on page thirty (30) of the tender is important and suppliers should focus on the requirements stipulated in the checklist once they have completed the entire tender document and prepared their detailed bid submission since it would assist them to ensure that they adhere to tender rules and comply with requirements. General Tender Conditions commencing on page five (5) of the tender document must be read carefully before the completion of the tender document. ALL APPLICABLE PAGES (2-48) OF THE TENDER DOCUMENT MUST BE SIGNED/INITIALLED AND RETURNED AS PART OF YOUR TENDER SUBMISSION. Failure to return a page or unsigned/uninitialled page/s of the tender document shall lead to tenders being disqualified. It is suggested that more than one person signs the tender pages to ensure that it is done properly and that no page is skipped. N.B There is a provision at the bottom of each and every page for a signature. Should the courtesy guide/reminder for signatures/initials to be placed on each page be omitted it till remains an absolute requirement for service providers to sign/initial each applicable page (pages 2-48) of the tender document otherwise their bid will be disqualified. ALL CORRECTIONS AND/OR ALTERATIONS SHOULD BE SIGNED, failure of which may lead to the disqualification of bid submissions. EACH ALTERATION should have its own signature/initial. Any changes/alterations to pricing that is not signed/initialled are material and, therefore, not allowed. THE USE OF CORRECTION FLUID/TAPE TO AMEND/CHANGE PRICING MUST BE AVOIDED. The tender rules specifically provide that if correction fluid, tapes or any other such method is used to alter pricing it shall lead to the disqualification of a bid submission. Note the caution expressed at the bottom of each page in the tender document in this regard. National Treasury intends placing an obligation on the Electoral Commission to ensure that persons conducting business with us are tax compliant at the date of the submission and award of a bid as well as for the full duration of their respective contracts. Some of the requirements have been deferred for implementation. Refer to page eighteen (18) of the tender document. o To substantiate the fact that your tax affairs are in order, an original valid SARS (South African Revenue Services) Tax Clearance Certificate for tenders or a unique security personal identification number (PIN) must be submitted with the tender before the closing time and date of the tender. Failure to submit an original valid tax clearance certificate or a valid unique security personal identification number (PIN) from SARS shall invalidate the tender. o The tax clearance certificate (if submitted) must at least be valid up to and including the closing date of this tender. 2
o In addition, by responding to this tender you are warranting that during the contract term that you will, if requested, obtain a PIN, and that SARS may disclose your (including that of subcontractors, partners and undisclosed principals) tax compliance status to the Electoral Commission. o As per the above provisions, it must be ensured that sub-contractors, undisclosed principals, partners in partnerships and bidders not resident in the Republic of South Africa are tax compliant and remain tax compliant for the full duration of the contract. o No explanatory letter from SARS or any other party will be accepted in respect of the failure to submit a valid original tax clearance certificate or PIN. o No copies of tax clearance certificates will be accepted. An original or certified copy (not a copy of a certified copy) of the valid B-BBEE status level certificate from an accredited verification agency must be submitted with the bid. The 90/10 preference point systems will be applied in accordance with the formula and applicable points as provided for in the respective status level contributor tables in the Preferential Procurement Regulations, 2011. Failure to submit the required B-BBEE status level certificates will lead to a zero (0) status level for non-compliant service providers/contributors and no preference points will be given. Do not RETYPE tender documents or any part thereof. If there is insufficient space, the pages of the tender document in question may be photocopied and attached to the original document. Copies may be made of relevant pages of the tender document. It is suggested that copies of applicable pages of the tender document, for example the pricing schedules, be used as rough drafts and then to submit the original completed document for tendering purposes. Although photocopies of the tender pages could be submitted if necessary, all pages must be completed and signed/initialled in original ink. Photocopied detail and/or signatures/initials will invalidate the bid submission. The Tender Questionnaire (including all declarations) on pages fourteen to twenty-eight (14 28) must be completed by the service provider. In the a case of a consortium, joint venture, partnership or a subcontractor, the forms should be completed for each and every member in order for the Electoral Commission to be able to determine the necessary information and declarations. Failure to do so may invalidate a bid submission. The B-BBEE status level information on page sixteen (16) of the tender document needs to be completed carefully and accurately. The information is used for purposes prescribed in the Preferential Procurement Policy Framework Act and its Regulations and for the final adjudication of the tender. It is advisable to take note of the latest developments concerning the Preferential Procurement Regulations, 2011 from National Treasury, especially in respect of consortia, joint ventures, et cetera and eligibility for preference points. The Financial Information on page seventeen (17) must be completed. The tax clearance detail and PIN numbers on page nineteen (19) must be completed for all parties concerned in respect of this tender. The Personnel section on page twenty (20) must be completed. The Capability and Experience section on pages twenty one to twenty two (21-22) must be completed. The Past Supply Chain Practises section on page twenty three (23) must be completed. The Declaration of Interest on page twenty four to twenty five (24-25) of the tender is important and must be completed by the service provider and in the case of a consortium, joint venture or a subcontractor, by each and every member. Failure to do so may invalidate a bid submission. The information provided will inter alia be used in order to address possible conflict of interest that may arise. The Certificate of Independent Bid Determination on pages twenty six to twenty eight (26-28) must be completed by the service provider and, in the case of a consortium or joint venture or subcontracting arrangement/ agreement on behalf of the consortium or joint venture or subcontractors. Service providers must complete, sign and submit this certificate as part of their bid submission. Failure to do so may result in the invalidation of the bid. In the case of a consortium, joint venture or partnership being formed, relevant documents should be submitted for all parties concerned. This is also applicable to the use of subcontractors where 25% or more of the work is being done by another party. It is important to complete all pricing schedules included in the tender document. Failure to complete any pricing schedule that is required to be completed shall invalidate a bid submission. Where additional information is required, for example detailed costing schedules, such information must be submitted as part 3
of the required written submission (where applicable). The mandatory pricing schedule/s in the tender document must not, however, be substituted by the service provider s own pricing schedule/s as it will lead to disqualification. Service providers should note the provisions and evaluation criteria provided on pages twenty nine (29) as well as the bid evaluation schedule included at the end of the tender document, with specific reference to matters that will lead to the disqualification of bids received due to non-compliance. A due diligence audit will be performed on a recommended service provider before a contract/service Level Agreement (SLA) may be entered into. The Electoral Commission s payment terms are within thirty (30) days after the receipt of the invoice. The award of the tender will be published in the Tender Bulletin and other media as may be applicable. Service providers should note the award of the tender as published and that no general notices to successful or unsuccessful suppliers will be issued. A successful service provider may be required to sign a service level agreement. Mr Ragophala presented the technical requirements of the tender. He gave a background of the Electoral Commission s requirements in terms of the guarding services required. The following are key aspects pertaining to the tender requirements: Scope of Services The scope of the security services to be rendered at the site by the prospective service provider was explained. Minimum Requirements Prospective service provider shall be required to meet the following minimum requirements to qualify for the tender: Established and operational office in Ngaka Modiri - Molema Municipality area. Operational control room with control room requirements in the area of Ngaka Modiri - Molema Municipality area. Company must be registered with PSIRA. Provision of PSIRA valid original letter or valid duplicate of letter of good standing (preferably a certified copy). Security officers have passed Matric. (Grade 12) Additional Security Services Service providers must indicate their capability to provide more security resources during the heightened period e.g. during elections. Company s Infrastructure Service providers must indicate the company strengths on infrastructure and assets. The company s infrastructure may include the company s vehicles, control room with basic requirements, offices with relevant staff compliments, uniforms, et cetera. Accreditation or Registration with PSIRA The importance of a company s registration with PSIRA, the registration of managing directors, directors, operational managers and security officers with PSIRA for compliance purposes, was emphasised. Written Proposal of Service Providers Service providers should provide at least the following information and documentation to support the written proposal: Company organogram. 4
Similar and related experience. Provision of details of all offices and control rooms. Provide detailed Proposed Plan (15.5) CVs of directors and operational managers. Company profile and business interest. MOST IMPORTANT Written submission to demonstrate ability to provide the required services - concentrate on section 3 of tender but be as comprehensive as possible. What is not stipulated or covered in the written proposal and supporting documents cannot be evaluated and may lead to a bid failing to meet the minimum requirements. The minimum points for technical compliance to be achieved in order to be considered for this tender is 75%. Completion of Schedule of Required Services and Rates Service providers must complete both the current required services and the future services schedules and all required columns. All pricing must include Value Added Tax (VAT). It was emphasized that service providers should ensure that they consider their rates in terms of requirements as determined by PSIRA when they complete their tenders. Physical Infrastructure Requirements Service providers must complete the section although it may have been covered in the written proposal. The infrastructure requirement is necessary for evaluation purposes. Technical Evaluation Tenders will only be considered for technical evaluation if they meet the primary evaluation requirements. The criteria used for scoring, weights and points allocation was explained. The following key issues concerning the tender were highlighted: Prospective service providers were provided the opportunity to ask questions at the end of the presentation. The following questions were asked: Questions and Answers Q: Will there be preparatory meetings with service provider prior to elections? A: Yes, the Electoral Commission (EC) will engage with the successful service provider for security planning for the elections once the service provider has been contracted. Q: Can companies form or establish a joint venture and submit the tender as a joint venture? A: Yes they can, however all the necessary documentation must be submitted by all the members as stated in the tender document. e.g all members must submit their individual original and valid Tax Clearance Certificate. Q: When the company is contracted with the Electoral Commission and it submit the Ad Hoc services quotation during Election and the quote is viewed by the EC to be not market related, will the IEC inform the service provider? A: The contracted service will be contacted and be informed of the quotation which is not market related and request to adjust the quote. The IEC may consider to contract with the other service providers if the contracted service is not able to provide the reasonable quote. 5
Q: There is no stipulation of the security component for the warehouse A: The number of security officers in the tender is inclusive of the warehouse component. Q: Does it mean that the foreign owners of security companies will not be accepted as well as foreigner security officers? A: Yes, for security reasons only South Africans entities are allowed to tender as stated in the tender document. Q: Are the financial status and track record a threatening factor for submission? A: Financial status and track record will not be a disqualifying factor. Information regarding the financial profile and status must be included in the tender submission. Sixty seven (67) representatives of interested service providers attended the briefing session. Briefing closed 12h15 6