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University of the Witwatersrand, Johannesburg

Request for Proposal (RFP)

Services Department: WITS Tender/2020:2

Provision of Supplementary Transport Management Services

PROCUREMENT DOCUMENT

June 2020

Issued by:

The Services Management Department: Mr. Israel Mogomotsi (Director: Services)


Name of Tender: Additional Transport Services

Name of Tenderer: _________________________________________

Indicate () which Transport Service Component being tendered for:

Service Component 1: Fixed Academic and other Field Trips

Service Component 2: Additional Transportation Management Services

Service Component 1 & Service Component 2

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Table of Contents

Number Heading

Request for Proposal

Part T1: Tendering Procedures

T1.1 Tender notice and invitation to tender

T1.2 Tender data

Part T2: Returnable documents

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T2.1 List of returnable documents

Section 1: Eligibility Criteria (Mandatory Procurement and Technical Criteria)

Mandatory Procurement Returnables Schedule 1: Signed submission by an authorised employee of the company Schedule 2: Audited company financial results for the past 3 (three) financial years Schedule 3: South African registration documents if a registered company Schedule 4: Valid and current Tax Certificate and Pin Number Schedule 5: Letter of Good Standing from its bankers Schedule 6: Preference Documents – Valid and current SANAS B-BBEE Certificate/ Sworn Affidavit Mandatory Technical Eligibility Returnables (Tenderers to submit as per their selected Component(s) Schedule 7: Attach relevant licenses and valid operating permits for each of the proposed, existing vehicles or proof of commitment to ensure your proposed new vehicles will be in possession of all the relevant licenses and valid operating permits before the contract commencement date. Schedule 8: Valid Professional Driving Permit (PrDP) for existing or proposed drivers that will be placed on the WITS contract. Schedule 9: Valid and current Certificate of Fitness (COF) for each of the proposed, existing vehicles or proof of commitment to ensure your proposed new vehicles will comply with Certificate of Fitness (COF) as per the regulations. Schedule 10: Proof of full and adequate insurance for the fleet you are proposing or letter of pre-approval from your insurance provider. Schedule 11: Vehicle Registration and License Certificates for existing fleet Component or proof of commitment to ensure your proposed new vehicles will be in possession of all the relevant vehicle registration and license certificates, before the contract commencement date, as per the required number of Fleet for each Service. Schedule 12.1: Service Component (1). Proof of existing Fleet and/or pre-approved Finance for purchasing of new vehicles and Complete Annexure 4. Schedule 12.2: Service Component (2). Proof of existing Fleet and/or pre-approved Finance for purchasing of new vehicles and Complete Annexure 5. Schedule 13: Company letter of commitment and compliance to Road Traffic Act 93 of 1996

Schedule 14: Service Component 1 –The service provider facility/site location must ensure continuous service delivery. (Proof of Utility Bill/Lease Agreement). Schedule 15: Service Component 2 Location/Site must be within the greater Johannesburg area (Radius within 50km from the University). (Proof of Utility Bill/Lease Agreement).

Section 2.1: Functionality Criteria – Component 1 (Below schedules must be submitted as part

Functionality Criteria – Component (1) Schedule 16: Attach Customer Reference Letters Schedule 17: Company Profile and Information (including experience of Tenderer) Schedule 18: Age Profile & Condition of Vehicles Schedule 12.1: Proof of Existing Fleet and/or Pre-Approved Finance for the full required fleet Schedule 19: Project Plan / Roll Out Plan from date of award Schedule 20: Attach Proof of Association with SARPBAC or other similar valid accredited associations Schedule 21: Service and Maintenance Contracts for Tenderers Fleet Schedule 22: Training for Drivers Schedule 23: Promotion of Emerging Enterprise and Transformation Schedule 24: Risk/Assumptions/Dependencies/Exclusions Functionality Criteria – Component (2) Schedule 25: Attach Customer Reference Letters Schedule 26: Company Profile and Information (at least one-year track record in passenger transport) Schedule 27: Age Profile & Condition of Vehicles

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Schedule 12.2: Proof of Existing Fleet and/or Pre-Approved Finance for the full required fleet Schedule 28: Project Plan / Roll Out Plan from date of award Schedule 29: Attach Proof of Association with SARPBAC or other similar valid accredited associations Schedule 30: Service and Maintenance Contracts for Tenderers Fleet Schedule 31: Training for Drivers Schedule 32: Promotion of Emerging Enterprise and Transformation Schedule 33: Risk/Assumptions/Dependencies/Exclusions

Section 3: Pricing Schedule

Section 4: Preference Documents

Section 5: Contract Deviation (Schedule 34)

T2.2 Returnable Schedules

THE CONTRACT

Part C1: Main Contract

C1.1 Transport Services Agreement

Part C2: Annexures

C2 List of Annexures

Annexure 1: Scope of Work Annexure 2A: Pricing Schedule: Service Component 1 Annexure 2B: Pricing Schedule: Service Component 2 Annexure 3A: Service Component 1 – NMFC - Ekurhuleni District Annexure 3B: Service Component 1 – NMFC - Joburg Metro District Annexure 3C: Service Component 1 – NMFC - Northwest District Annexure 3D: Service Component 1 – NMFC - Sedibeng District Annexure 3E: Service Component 1 – NMFC - West Rand District Annexure 4: Proof & Age of Fleet required for Service Component 1 Annexure 5: Proof & Age of Fleet required for Service Component 2

T1.1 Tender Notice and Invitation to Tender

Overview of the University

The University of the Witwatersrand, Johannesburg (the “University”) is a leading university in Africa, as reflected by its international standing and the quality of its graduates, many of whom have played a major role in founding industries in South Africa, including sectors such as mining, financial services and information technology. The University prepares students for managerial, professional and leadership positions in the public, private and non-governmental sectors. The University has more than 30000 students and approximately 6500 staff and is one of the biggest sources of skills in Africa.

Invitation to Tender

The Services Department of the University of the Witwatersrand, Johannesburg, in collaboration with Purchasing Consortium of Southern Africa (PURCO SA) requests proposals from Transportation Service Providers to respond to this RFP for the Provision of Supplementary Transportation Management Services for the University. The University aims to provide its students and staff with a cost-effective, efficient, service orientated, and user-friendly transport services.

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Procurement Strategy

The University’s procurement strategy is as follows:

The successful Tenderer agrees that no form of exclusivity has been conferred on it nor volume or value guarantee granted by the University in relation to the provision of the bus services by the successful Tenderer and that the University is at all times entitled to enter into other agreements with other suppliers for the provision of any or all goods and/or services which are the same as or similar to the bus services or may obtain such services internally.

The service components are as follows:

Service Component 1:

Fixed Academic and other Field Trips

One or two successful Tenderers will be appointed

Service Component 2:

Additional Transportation Management Services

The University may appoint a number of service providers in addition to its current service provider(s), as a result of this Tender process.

Section 1: Tender- Eligibility Criteria

The Tenderer should only submit a Tender offer if the following essential eligibility criteria are met. Failure to do so will result in disqualification.

Tenderers are urged to study the information provided in detail before responding to the Tender. It is of utmost importance that information and conditions set out in this specification and “Tender Forms” be completed and submitted in the indicated format and order. Should the information not be submitted in the required format, the University reserves the right not to assess the Tender received and to disqualify such Tenders. Preferences are offered to Tenderers that are Broad-Based Black Empowerment Contributors.

Only Tenderers who satisfy the following Eligibility Criteria and those set out in the Tender Notice and Invitation to Tender section of the Tender Documents should submit Tender.

It is compulsory that the Tenderer submit all of the information required in the Schedules below

1. Tenderers must provide: 1.1. a signed submission by an authorised employee of the company must be submitted: Attach this RFP Document

to Schedule 1 1.2. all required schedules, documents and annexures indicated in this document must be submitted 1.3. audited company financial results for the past 3 (three) financial years, prepared in accordance with International

Financial Reporting Standards (IFRS) must be submitted: Attach to Schedule 2 1.4. company and tax certificates must be submitted, including the following: 1.4.1. South African registration documents if a registered company (CIPC registration and directors, VAT

registration, Memorandum of Association, Certificate of Incorporation): Attach to Schedule 3 1.4.2. a current tax pin for tenders issued by the South African Revenue Services: Attach to Schedule 4 1.4.3. a letter of Good Standing from its bankers: Attach to Schedule 5 2. Technical Eligibility Criteria Service Component 1 and Service Component 2 2.1. The Tenderer must submit as per their selected Component(s): 2.1.1. have relevant licenses and valid operating permits for existing vehicles or letter of commitment as per the

selected Component(s) before the proposed commencement date of the services is October/November 2020. The dates are subject to change pending on final decision of awarding and COVID -19 challenges The successful Tenderer concerned must ensure that all vehicles have valid and relevant permits per prescribed routes to enable the service to commence by October/November 2020. Successful Tenderers will be subjected to a pre-inspection of their fleet, licenses and permits before commencement of the contract: Attach to Schedule 7

2.1.2. provide Valid Professional Driving Permit PrDP for each proposed driver for Service Component 1 and Service Component 2: Attach to Schedule 8

2.1.3. provide Certificate of Fitness (COF) – Valid COF for all passenger service vehicles for all existing vehicles or proof of commitment to ensure compliance before contract commencement as per Component 1 and Component 2: Attach to Schedule 9

2.1.4. have adequate and comprehensive insurance cover in place, which is satisfactory to the University’s insurance brokers to adequately insure against all the liabilities imposed by the delivery of services to the University. The Tenderer must provide the University with proof of its insurance cover. It is the responsibility of the Tenderer to establish whether its cover is adequate to insure against all the liabilities imposed by the delivery of services to the University and that such cover is aligned to the industry standard bearing in mind the nature of the services to be delivered to the University. Provide proof of full and adequate insurance for the fleet you are proposing. Insurance must satisfy the University’s insurers.

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This include at minimum Public Liability of R1.8 million per seat per vehicle per incident: Attach to Schedule 10. Note the below is the proposed minimum passenger liability cover for the University.

Vehicle Seated Capacity Proposed Passenger Liability Cover

5-Seater R9.0 Million


10-Seater R18 Million






2.1.5. have Vehicle Registration and License Certificates as per the required number of Fleet for each Service Component: Attach to Schedule 11

2.1.6. Service Component (1) - Tenderers MUST provide proof of the FULL complement of vehicles as per the Scope of Work for Component (1) Attach proof of existing Fleet and/or pre-approved Finance for purchasing of new vehicles. A valid letter of commitment and delivery schedule from dealers to ensure delivery of new vehicles in order to meets the University’s deadline for pre-inspection, is required, if new vehicles are being purchased: Attach proof to Schedule 12.1 and Complete Annexure 4

2.1.7. Service Component (2) - Attach proof of existing Fleet and/or pre-approved Finance for purchasing of new vehicles. A valid letter of commitment and delivery schedule from dealers to ensure delivery of new vehicles in order to meet the University’s deadline for pre-inspection is required, if new vehicles are being purchased: Attach proof to Schedule 12.2 and Complete Annexure 5

2.1.8. Service Component (1) ensure that vehicles entering the service are not older than five (5) years and vehicles older than 7 years (from date of registration) should not remain in the service i.e. cannot be utilised by the University: Complete Annexure 4

2.1.9. Service Component (2) ensure that vehicles entering the service are not older than five (5) years and vehicles older than 7 years (from date of registration) should not remain in the service i.e. cannot be utilised by the University: Complete Annexure 5

2.1.10. provide an official company letter of commitment that all vehicles and their drivers (for Service Component 1 and Service Component 2 ) must at all times comply and be certified as described in the Road Traffic Act 93 of 1996: Attach to Schedule 13

2.1.11. have a B-BBEE level certification of 1 to Level 4 2.1.12. Service Component 1 –The service provider facility/site location must ensure continuous service delivery.

(Proof of Utility Bill/Lease Agreement): Attach to Schedule 14 2.1.13. Service Component 2 Location/Site must be within the greater Johannesburg area (Radius within 50km

from the University). (Proof of Utility Bill/Lease Agreement): Attach to Schedule 15 2.1.14. Tenderer must have a track record for at least 1 (one) year in passenger transport: Attach to Schedule

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Tenderers must ensure that all points above are addressed and referenced in Section 1. List each criterion in your response and detail how you comply with the respective criteria.

Tenderers are required to submit the following documentation, as indicated above.

The University reserves the right to request additional information (to be responded to within a particular timeframe) related to these items below if insufficient information is provided.

Queries relating to this tender must be addressed to Ms Meshal Moonsamy and copied to the University’s admin address via e-mail: [email protected] and [email protected]

Non - Compulsory Information Session

Due to the current situation regarding the COVID-19 pandemic in South Africa, the University of the Witwatersrand,

Johannesburg (“WITS”) will not be facilitating onsite Information Sessions. A separate document related to this briefing

session will be provided (labelled information session sharing), detailing information document will be made available via

WITS website and the respective registered e-mail groups.

Tenderers MUST register their intent to Tender via e-mail to [email protected] and

[email protected] by no later than Friday, 3 July 2020 (12h00).

mailto:[email protected]




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Closing Date and Time for Tender Submission

The procedure for the physical delivery of Tender submissions may be subjected to change, and this will be communicated

timeously via the e-mail group and on the University’s website.

Tenderers are required to submit one (1) original hard copy and 1 (one) editable electronic copy of their proposal

addressing the items listed in section 1 of the Tender Document, as well as the completed Tender Forms with supporting

documentation, provided in section 2 of the Tender Document. The hard copy must be separately bound and must be

hand-delivered to WITS Procurement Services [Procurement Services Map].

The closing time for receipt of tender is strictly on Thursday, 23 July 2020 at 12H00 hrs.

NO LATE SUBMISSIONS WILL BE ACCEPTED.

Please regularly view the website and e-mails for updates.

Refer to the following links for directions:: https://www.wits.ac.za/maps/braamfontein-campus-west/) http://www.wits.ac.za/about-wits/procurement/ https://www.wits.ac.za/media/wits-university/footer/about-wits/procurement/Directions%20-%20Wits%20Procurement%20Department%20v2.1.pdf

Shortlisted tenderers may be subjected to a physical site visit at their client reference. Formal communication will be e-mailed to shortlisted tenderers notifying on the proposed date and time for Site Evaluation.

The University reserves its right to award this Tender in full, in parts or not at all and call for new tenders in the event of unsatisfactory reply to this Tender invitation.

The conditions of Tender, Tender instructions, eligibility criteria, detail regarding the compulsory briefing meeting and detail regarding the shortlisted tenderer site evaluation are stated in the Tender Data of the Tender Invitation Documents.

Note: Intent to Respond to Tender

Prior to the submission of any of the below listed Returnable documents and schedules in the Tender Data, the Tenderer should submit to the University’s agent (whose details are in F.1.4 below), in a single e-mail, the following by the time indicated in F.2.15 of the Tender Data below:

The Tenderer’s written statement of intention to offer to tender. This is for logistical purposes.

T1.2 Tender Data

Standard Conditions of Tender

The standard conditions of tender are the Standard Conditions of Tender as contained in Annex F of the CIDB Standard for Uniformity in Construction Procurement (July 2015). (See

http://www.cidb.org.za/publications/Documents/Standard%20for%20Uniformity%20in%20Contruction%20Procurement%20-%20July%202015.pdf).

The Standard Conditions of Tender make several references to the Tender Data for details that apply specifically to this tender. The tender data shall have precedence in the interpretation of any ambiguity or inconsistency between it and the Standard Conditions of Tender.

Each item of data given below is cross-referenced to the clause in the Standard Conditions of Tender to which it mainly applies.

Clause number Tender Data

F.1.1 Each occurrence of “the employer” is replaced with “the University”. The University is the University of the Witwatersrand, Johannesburg, acting through the University’s Services Department “the employer” and “the University” have the same meaning and are interchangeably used throughout this tender invitation.

F.1.2 The Tender Documents issued by the University comprise the documents listed in the above Table of Contents.

https://www.wits.ac.za/media/wits-university/footer/about-wits/procurement/Directions%20-%20Wits%20Procurement%20Department%20v2.1.pdf

https://www.wits.ac.za/maps/braamfontein-campus-west/

http://www.wits.ac.za/about-wits/procurement/



http://www.cidb.org.za/publications/Documents/Standard%20for%20Uniformity%20in%20Contruction%20Procurement%20-%20July%202015.pdf

http://www.cidb.org.za/publications/Documents/Standard%20for%20Uniformity%20in%20Contruction%20Procurement%20-%20July%202015.pdf

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F.1.2 All tender offers and any accompanying documentation become the property of the University and will not be returned.

F.1.3.2 The returnable schedules so specified in section T.2.2 and the following terms will be included in any contract arising from the invitation to tender and the tender offer.

F.1.4 The University’s agents with respect to the facilitation of the tender are indicated below: E-mail: Queries relating to this tender must be addressed to Ms Meshal Moonsamy [email protected] and copied to [email protected] (Tel 011-717-1510)

F.1.5.1 This provision applies equally to the University. In addition, the University reserves the right at any time to:

request further information should the tender offer yield insufficient detail and tenderer differentiation,

contact any tenderer during the evaluation process, in order to clarify any information, without informing any other tenderer.

award portions of the tender to more than one Tenderer,

award this tender in full, in parts or not at all and call for new tenders in the event of unsatisfactory reply to this tender invitation,

cancel, withdraw, defer, suspend or reissue the tender in whole or in part at any time,

share all information and findings with any other higher education entities worldwide, provided such information has not been marked as confidential, for benchmarking purposes, and

audit the awarded contract/s from time to time.

F.1.5.2 This clause does not apply.

F.1.6.1 A contract, substantially in the form contained in Part C1 and C2, and subject to F.3.13 and F.3.14, will be concluded with the successful Tenderer. You are advised to review the contract terms very carefully as the University may at its option accept only minor changes.

F.1.6.2 This clause does not apply.

F.2.1 Only those tenderers who satisfy the Eligibility Criteria set out in tender Notice and Invitation to tender above are eligible to submit tenders.

F.2.1 The Tenderer may partner with its business partner or subcontractor in its response to this tender. However, all applicable information that is required about the Tenderer should be supplied for the business partner or subcontractor as well.

F.2.7 Any addenda will be issued to, and tenders will be received only from those entities who have registered their intent to tender.

F.2.11 An item against which no rate or price is entered by the Tenderer shall be considered to be covered by other rates or prices detailed in the tender offer.

F.2.13.2 All documents submitted by the Tenderer must be compiled in the order (and corresponding to the headings) set out in the Table of Contents above and all pages numbered within each section. Failure to comply with this requirement may disqualify the Tenderer.

F.2.13.3 Further communications will be e-mailed regarding the required format for tender submissions.

1) For online submissions, tenderers to comply with E-mail Submission Protocol. 2) For physical submission -The Tenderer must submit 1 (one) original printed copy of

its Tender offer together with an electronic copy on a USB to the address set out in F.2.13.5 The printed copies and the electronic copy i.e. USB must contain exactly the same information.

F.2.13.4 An officer or director of the Tenderer who is legally authorised by the Tenderer to enter into a binding agreement must sign the tender offer. A list of the person(s) authorised to negotiate on the tenderer behalf must be submitted with the tender offer. The Tenderer will nominate one representative to act as its single point of contact for all



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dealings with the University.

F.2.13.5

The University’s details and address for delivery of tender offers and identification details that are to be shown on each tender offer package are:

Identification details: Tender reference number, Title of Tender and the closing date and time of the Tender

Tender Box Location: The foyer of the Procurement Services Offices (Attention: Charmaine Layton)

Physical address: Procurement Services, Facilities and Services Building, West Campus, Braamfontein, University of the Witwatersrand, Johannesburg (Tel 011-717-1510) Refer maps at: https://www.wits.ac.za/maps/braamfontein-campus-west/ https://www.wits.ac.za/media/wits-university/footer/about-wits/procurement/Directions%20-%20Wits%20Procurement%20Department%20v2.1.pdf

F.2.13.9 Telephonic, facsimile or e-mailed tender offers will not be accepted by the University.

F.2.15 The closing time for receipt of Tender offers is 12H00 hrs on 23 July 2020 (Tender Offers submitted after this time will NOT BE ACCEPTED)

Date Time Venue / Site

Invitation to tender notice release via print media

21/6/2020

Publication of tender available on the University’s Procurement website

22/6/2020

Tenderer notice of intent to respond and make an offer

3/7/2020 12:00

Non- Compulsory clarification meeting1

No physical meeting

Compulsory visits to University site/s1 N/A

Tender Offer submission (response closing time)

23/7/2020 *University will confirm the selected format for tender submission.

12:00

Intended Short-listed Site Visits (Depots)

TBC

Intended Short-listed Presentations TBC

Intended award date for TBC

Intended contract conclusion for tender

TBC

1Tenderer’s visits to University’s venue/s and site/s will be arranged beginning promptly at 10:00. 2University’s visits to Tenderer’s sites are optional at the University’s discretion. Note that the dates in this clause F.2.15 are fixed, unless the University, which reserves its right to do so, alters any of these dates at any time, as it deems necessary.

F.2.16 The tender offer validity period is for the duration of the contract

F.2.22 F.2.23

All returnable documents, certificates and schedules must be current and valid and returned with the Tenderer’s offer submission by the closing time indicated above.

F.3.1.1 The University will respond to requests for clarification received up to 3 (three) working days before the tender closing time. Queries should be by e-mail only to the University representative named above. Additional information supplied to any tenderer may be provided to other tenderers via e-mail.

F.3.2 The University may issue addenda until 3 (three) working days before the tender closing time.







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F.3.3 Tender offers submitted after the closing time in F.2.15 will be rejected, as will any tender submission that is received by any staff member of the University after the closing time. All such rejected submissions will remain unopened - (unless already open, or it is necessary to open to obtain tenderers details), and should be retrieved by the Tenderer within 7 (seven) days of the closing time, failing which it will be destroyed.

F.3.4 Submissions are opened in the presence of the University tender evaluation committee members only.

F.3.8 Tenderers will be disqualified without the opportunity to make their tender offer responsive if:

it is submitted after the closing time specified in F.2.15,

it is delivered to individuals other than Procurement personnel at the address in F.2.13.5,

it is not submitted in duplicate and/or does not include a softcopy,

it is not signed by a signatory as required in F.2.13.4,

proof of indicated insurance policies and their values are not provided,

the compulsory Returnable documents and schedules are not provided or not completed in full,

they fail to comply with the requested specifications, services and service levels, or

any compulsory requirements as indicated are not complied with. A tender offer may be declared unresponsive and rejected if:

it contains any erasure, alteration, text addition or irregularity other than that as requested,

it is considered unbalanced, or does not include the required information necessary for proper comparison and evaluation,

it is incomplete or invalid documents are submitted,

it does not follow the required sequence of documents and schedules listed in the Table of Contents,

it is not submitted on the forms provided or forms are not completed,

any “must” condition is not met, or

the University reasonably deems it fit to do so for any other cause.

F.3.10 The University may require short-listed tenderers to make presentations to University management on the date and at the place in F.2.15 of the tender Data. These are designed to give tenderers the opportunity to present their solution, have a question, and answer clarifying session.

F.3.11.2 to F.3.11.9 inclusive

These clauses are replaced with the following: The University will apply a unique set of evaluation criteria to the tender offer including:

Tenderers experience and financial condition, reputation and competence in the

provision of the goods and/or services that the Tenderer is offering to provide,

the qualification, experience and ability of the Tenderer’s staff expected to be

assigned to the project,

the degree to which the proposed solution addresses the University’s requirements

(fitness for purpose, business, technical, functionality, financial, quality, preference,

etc.), including the effectiveness of implementation, and the reliability and quality of

the goods and services,

the ability of the Tenderer to minimise the University’s business risks in ensuring

business continuity, and

additional differentiators that tenderer shows are advantages over other similar

suppliers.

F.3.15 This clause does not apply.

F.3.18 Notwithstanding the provisions of clause F.3.18, the University shall provide upon written request only the outcomes of tender process.

F.3.19 This clause does not apply.

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By signing below, the Tenderer agrees to be bound to all of the conditions, statements and terms of this tender.

Authorised Signature of Tenderer

Name of signing person

Capacity

Date

Telephone Number & Fax Number

Cell Number

E-mail Address

Name of Tenderer [company name]

Postal address (in block letters)

Full street address (Domicilium citandi et executandi in the RSA)

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T.2.1 List of returnable schedules

Returnable schedules required for tender evaluation purposes

The Tenderer’s offer must be composed according to, and in the sequence of the below list of required documents. The Tenderer must submit all of the following returnable schedules.

Only Tenderer’s who satisfy the indicated Eligibility Criteria and those set out in the Tender Notice and Invitation to Tender section of the Tender Documents should submit tender. Eligibility criteria is indicated in T1.1 of this tender document.

Schedule A: Company Profile and Information

1. Description and brief history of Tenderer’s company 2. Local organogram, including corporate and support structure 3. Company financial results (including last 3 (three) financial years’ audited financial results or

statements prepared in accordance with International Financial Reporting Standards (IFRS) for the preceding financial year and latest integrated annual report (specific website address for report is sufficient)

4. Company and tax certificates including: 4.1. South African registration documents if a registered company (CIPC registration and directors,

VAT registration, Memorandum of Association, Certificate of Incorporation) 4.2. A Valid Tax Clearance Certificate for the Tenderer issued by the South African Revenue

Services 5. Letter of Good Standing from Tenderer’s bankers, which indicates the Tenderer’s company’s

financial health and liquidity. This letter must state at minimum about the Tenderer: 5.1. Tenderer’s ’s registered name and length of time as the bank’s client, 5.2. The Tenderer’s account name and details at the bank, 5.3. The Tenderer has successfully completed various contracts and conducted accounts at the

bank, 5.4. Engagements and accounts with the bank have always been satisfactory satisfactorily and

adequately conducted, 5.5. The bank considers the Tenderer suitable for its usual contracting commitments, and 5.6. The Tenderer has access to lines of credit with the bank, they have the resources to meet their

commitments, and that the bank considers the Tenderer a counterparty of good risk and good for business

6. The Tenderer’s offer should include: 6.1. A summary of the Tenderer’s proposal 6.2. How the Tenderer is able to meet the Tender requirements. Include differentiators that Tenderer

shows are advantages over other similar suppliers. Include here any relevant information, which is not covered in other sections information that you believe will help to convince the University of your suitability as a supplier and your ability to add value.

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Functionality Criteria to be completed by Tenderers : Service Component 1 Phase 1 of Functionality: Note: Only Tenderers that attain a minimum of 70% threshold for functionality indicated below shall be evaluated further.

Onsite evaluation will be conducted at the Tenderer’s facility. Presentations will be required as part of the final stage where functionality, presentation, pricing and preference is considered. A minimum of 80% threshold will be considered for Presentation and Site Visits.

Functionality Criteria for Service Component 1 Weights

1. Track Record and Experience – Attach to Schedule 16 Maximum 15 Points

Provide a minimum of three (3) acceptable references for Public Transport Services

Three (3) Confirmed acceptable references provided 15 Points

Two (2) Confirmed acceptable references provided 10 Points

One (1) Confirmed acceptable references provided 5 Points

Years of Experience in Public Transport Services. Attach to Schedule 17 Maximum 10 Points

Tenderers with >= six (6) years of experience 10 Points

Tenderers with four (4)- five (5) years of experience 9 Points

Tenderers with two (2) to three (3) years of experience 8 Points

Tenderers with one (1) year of experience 7 Points

2. Service Component 1–Proof Of Fleet (Tenderer’s Capacity – Number of Vehicles Required As Per Tender Requirements (Existing Fleet and/or Pre-Approved Finance)).

Maximum 25 Points

Age Profile & Condition of Existing for Service Component 1 -Attach to Schedule 18 (Complete Annexure 4)

Tenderer to provide proof of the full fleet compliment as per the required Scope –Component (1).

100% of the fleet proposed should not be older than 2015 model. No models registered before 2015 will be considered.

Fleet to comply with vehicle sizes/recommended engine capacity engine capacity for both urban and intercity travel.

Attach Vehicle Registration Certificates/Vehicle License & Road Worthy Certificates or commitment thereof and on contract commencement.

Validate with proof that none of the vehicles proposed have been involved in an accident.

AND/OR Attach to Schedule 18 the list of new vehicle(s) to be acquired and their model and brand for Service Component 1 - (Complete Annexure 4)

Tenderer to provide proof that new vehicles meet the full fleet compliment as per the required Scope for Service Component (1).


5 Points

Proof of Fleet (Tenderers Capacity to FULLY meet Service Component 1) Attach to Schedule 12.1 (Complete Annexure 4)

Attach vehicle asset register with valid vehicle registration and license numbers.

Proposed contract commences Oct/ November 2020. (Pre-Inspection of fleet at successful Tenderer’s site –date TBA)

No models registered before 2015 will be considered

Tenderer has existing capacity as per scope for Service Component 1

Existing Fleet -Attach vehicle asset register with valid vehicle registration and license numbers.

AND OR

Tenderer to provide proof of valid and pre-approved finance from Reputable Finance Institution as per scope for Service Component 1 (Approved Facility Letter). Attach to 12.1 (Complete Annexure 4)

Valid letter of commitment and delivery schedule from dealers to ensure delivery of new vehicles in order to meets the University’s deadline for pre-inspection.

Comprehensive and complete project plan detailing the roll out plan from date of award, timelines for vehicle registration, licensing and relevant permits for operation and commencement of contract. Attach to Schedule 19

20 Points

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Functionality Criteria for Service Component 1 Weights

3. Staff Capacity for Drivers for Component 1 Maximum 10 Points

Attach List of existing or proposed drivers with valid PrDP. Attach to Schedule 8

10 points

4. Proof of Association with recognised Industry Associations for Passenger Transportation

Maximum 5 Points

Attach Proof of Association with SARPBAC or other similar valid accredited

associations Attach to Schedule 20 5 Points

5. Depot Location Maximum 5 Points

Provide proof of depot location/site as per Service Component 1 Routes to ensure continuous and quicker turn-around times for replacement and repairs (Attach

Utility/ Lease Agreement) Attach to Schedule 14

5 Points

6. Fleet Insurance Maximum 5 Points

Provide proof of adequate and comprehensive insurance for fleet (Public Liability minimum of R1.8 million per seat per vehicle per incident). Insurance must satisfy the University’s insurers. Tenderers to attach proof of insurance or a letter of

guarantee from their insurers. Attach to Schedule 10

5 Points

7. Service and Maintenance Contracts for Tenderers Fleet Maximum 5 Points

Tenderers to provide proof of Maintenance and Service Contracts for existing fleet

or proof of commitment for new vehicles for the period of the contract. Attach to Schedule 21

If the existing fleet is still being serviced by the manufacturer. Tenderer to attach Proof of Warranty/ Service Intervals (Major & Minor Service Plans); or

If the existing fleet maintenance and servicing is outsourced. Tenderer to attach Proof of Warranty/ Service Intervals (Major & Minor Service Plans); or

If the existing fleet maintenance & servicing is insourced. Tenderer to attach proof of their qualified & accredited mechanics and attach Proof of Warranty/ Service Intervals (Major & Minor Service Plans)

5 Points

8. Training for Drivers Maximum 5 Points

Attach what type of driver training programs provided to drivers Attach to Schedule 22

5 Points

9. Promotion of Emerging Enterprise and Transformation Maximum 10 Points

It is the University’s objective to promote participation of emerging enterprises or at least 30% Black Female Owned enterprises through the award of this tender. Emerging enterprises are EMEs or QSEs. a) Tenderer’s which themselves fit into these categories must submit a copy of their last 3 years financial statements as proof of their annual turnover, and written confirmation thereof by an independent accountant, in addition to an affidavit or B-BBEE verification certificate. b) Their financial health will be Assessed Bonus points will be allocated to EMEs, QSEs or enterprises with at least 30% black female ownership. (Attach Response to Schedule 23.1)

OR

8 Points

c) Tenderers which are not themselves emerging enterprises are required to indicate all initiatives, programs, plans undertaken or committed by them to partner with emerging enterprises designed to support this WITS objective and which are currently in place or will be implemented within 3 years of a contract awarded by WITS. It is at the University’s discretion to include the EME/QSE plan in the contract for the awarded provider(s). The University reserves the right to request additional information related to BEE or financials. (Attach Response to Schedule 23.2)

d) Tenderers which are 51% or more black owned will be allocated 2 additional points

2 Points

10. Risk/Assumptions/Dependencies/Exclusions Maximum 5 Points

Replacement Policy and Contingency Plans. Attach Contingency Plan should vehicles not be available for service for whatever reason to avoid service disruption. Replacements must be the same size and standard as per contract

Attach to Schedule 24

5 Points

Total Points for Functionality 100 Points

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Functionality Criteria to be completed by Tenderers : Service Component 2 Phase 1 of Functionality: Note: Only Tenderers that attain a minimum of 70% threshold for functionality indicated below shall be evaluated further.

Onsite evaluation will be conducted at the Tenderer’s facility. Presentations will be required as part of the final stage where functionality, presentation, pricing and preference is considered. A minimum of 80% threshold will be considered for Presentation and Site Visits.

Functionality Criteria for Component 2 Weights

1. Track Record and Experience - Attach to Schedule 25 Maximum 25

Points

Provide a minimum of three (3) acceptable references for Public Transport Services.

Three (3) Confirmed acceptable references provided 15 Points

Two (2) Confirmed acceptable references provided 10 Points

One (1) Confirmed acceptable references provided 5 Points

Years of Experience in Public Transport Services. Attach to Schedule 26 Maximum 10

Points

Tenderers with >= six (6) years of experience 10 Points

Tenderers with four (4) to five (5) years of experience 9 Points

Tenderers with two (2) to three (3) years of experience 8 Points

Tenderers with one (1) year of experience 7 Points

2. Proof Of Fleet (Tenderer’s Capacity – Number of Vehicles Required As Per Tender Requirements (Existing Fleet and/or Pre-Approved Finance)

Maximum 25 Points

Age Profile & Condition of Existing for Service Component 2 - Attach to Schedule 27 (Complete Annexure 5)

100% of the fleet proposed should not be older than 2015 model. No models registered before 2015 will be considered.

Fleet to comply with vehicle sizes / recommended engine capacity for both urban and intercity travel.

Attach Vehicle Registration Certificates / Vehicle License & Road Worthy Certificates or commitment thereof on commencement of contract.

Validate with proof that none of the vehicles proposed have been involved in an accident.

AND/OR Attach to Schedule 18 the list of new vehicle(s) to be acquired and their model and brand for Service Component 2 - (Complete Annexure 5)

Tenderer to provide proof of the full fleet compliment as per the required Scope –Component (2)


5 Points

Proof of Fleet (Tenderers Capacity to meet Service Component 2)

Proposed contract commences Oct/Nov2020. (Pre-Inspection of fleet at successful Tenderer’s site - TBA).

Tenderers to submit their proposed vehicles for Component (2)

No models registered before 2015 will be considered

Tenderer has existing capacity as per scope the for Service Component 1 and Service Component 2

Existing Fleet -Attach vehicle asset register with valid vehicle registration and license numbers.

AND OR

Tenderer has valid and pre-approved finance from Reputable Finance Institution as per scope for Service Component 1 & Service Component 2 - (Approved Facility Letter)

Valid letter of commitment and delivery schedule from dealers to ensure delivery of

new vehicles in order to meets the University’s deadline for pre-inspection. Attach to Schedule 12.2 (Complete Annexure 5

Comprehensive and complete project plan detailing the roll out plan from date of award, timelines for vehicle registration, licensing and relevant permits for operation and commencement of contract. Attach to Schedule 28

20 Points

3. Staff Capacity for Drivers for Service Component 2 Maximum 10

Points

Attach List of Existing or Proposed Drivers with valid PrDP Attach to Schedule 8

10 points

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Functionality Criteria for Component 2 Weights

4. Proof of Association with recognised Industry Associations for Passenger Transportation

Maximum 5 Points

Attach Proof of Association with SARPBAC or other similar valid accredited associations

Attach to Schedule 29 5 Points

5. Depot Location Maximum 5

Points

Provide proof of Depot Location/Site within greater Johannesburg (50 km radius) (Attach

Utility/Lease Agreement) Attach to Schedule 30 5 Points

6. Fleet Insurance Maximum 5

Points

Provide proof of adequate and comprehensive insurance for fleet (Public Liability minimum of R1.5 million per vehicle per incident). Insurance must satisfy the University’s insurers.

Tenderers to attach proof of insurance or a letter of guarantee from their insurers. Attach to Schedule 10

5 Points

7. Service and Maintenance Contracts for Tenderers Fleet Maximum 5

Points

Tenderers to provide proof of Maintenance and Service Contracts for existing fleet or proof of

commitment for new vehicles for the period of the contract. Attach to Schedule 30

If the existing fleet is still being serviced by the manufacturer. Tenderer to attach Proof of Warranty / Service Intervals (Major & Minor Service Plans); or

If the existing fleet maintenance & servicing is leased. Tenderer to attach Proof of Warranty / Service Intervals (Major & Minor Service Plans); or

If the existing fleet maintenance & servicing is insourced. Tenderer to attach proof of their qualified & accredited mechanics and attach Proof of Warranty/ Service Intervals (Major & Minor Service Plans)

5 Points

8. Training for Drivers Maximum 5

Points

Attach what type of driver training programs provided to drivers - Attach to Schedule 31 5 Points

9. Promotion of Emerging Enterprise and Transformation Maximum 10

Points

It is the University’s objective to promote participation of emerging enterprises or at least 30% Black Female Owned enterprises through the award of this tender. Emerging enterprises are EMEs or QSEs. a) Tenderer’s which themselves fit into these categories must submit a copy of their last 3 years financial statements as proof of their annual turnover, and written confirmation thereof by an independent accountant, in addition to an affidavit or B-BBEE verification certificate. b) Their financial health will be assessed: Bonus points will be allocated to EMEs, QSEs or enterprises with at least 30% black female ownership. (Attach Response to Schedule 32.1)

OR

8 Points

c) Tenderers which are not themselves emerging enterprises are required to indicate all initiatives, programs, plans undertaken or committed by them to partner with emerging enterprises designed to support this WITS objective and which are currently in place or will be implemented within 3 years of a contract awarded by WITS. It is at the University’s discretion to include the EME/QSE plan in the contract for the awarded provider(s). The University reserves the right to request additional information related to BEE or financials. (Attach Response to Schedule 32.2)

d) Tenderers which are 51% or more black owned will be allocated 2 additional points 2 Points

10. Risk/Assumptions/Dependencies/Exclusions Maximum 5

Points

Replacement Policy and Contingency Plans. Attach Contingency Plan should vehicles not be available for service for whatever reason to avoid service disruption. Replacements must

be the same size and standard as per contract. Attach to Schedule 31

5 Points

Total Points for Functionality 100 Points

Schedule 10: Tenderer’s Insurances

The successful Tenderer must take reasonable steps to ensure the safety of passengers and property. The University shall not be liable for any loss or damages resulting from damage to property or the death of or injury to any person, which is caused by an intentional or negligent act or omission of the successful Tenderer, or its agents or employees.

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The successful Tenderer must have public liability insurance to cover claims that may lead to liability resulting from incidents not covered by the Road Accident Fund Act 56 of 1996, at its own cost commensurate with the risks associated with rendering the services to the University.

Please provide proof that the Tenderer has adequate cover of the following insurances:

Public liability insurance to the value of [Public Liability minimum of R1.8 million per vehicle per seat per

incident]). including insurance against liability for death of or bodily injury to employees, agents or representatives of the Tenderer;

Please note: The successful Tenderer must forward proof of its insurance cover to the University on or about the start date of the Contract and thereafter the terms shall not be altered without the consent of the University. Proof of payment of premium for the policy must be furnished annually to the University.

Schedule 16 for Component (1) and Schedule 25 for Component (2) : Attach Customer Reference Letters

The Tenderer to provide minimum of 3 (three) references where similar service has been conducted. (References within the last 3 years). The Tenderer must provide at least 1 (one) local reference site, preferably based in Gauteng. The reference site must be preferably a depot or suitable premises.

If, in the University’s opinion, the reference customers do not meet the University’s requirements, additional references will be requested, and visits to the reference sites will be required. Interviews at reference sites will be confidential.

Please provide your information in the attached Schedule C: Customer References and Experience of Tenderer.

The following is a statement of similar work successfully completed by ourselves over the last 3-5 years (use a separate page of necessary but ensure the below information is responded fully): Indicate your years of experience __________years

Customer Reference for Service Component (1) COMPULSORY TO COMPLETE THE BELOW TABLE IN FULL

References to be Completed

3 acceptable reference in delivering a similar service within the last 3 years. Indicate name of company and contact details.

Description of contract indicating scope of work and type of contract

Value of Contract inclusive of VAT (Rand)

Size of Fleet that was awarded

Date completed/ Contract period

1. Name Of Company: Contact Person: Contact No: E-mail Address:

2. Name Of Company: Contact Person Contact No: E-mail Address:


Signed Date

Name Position

Service Provider

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Customer Reference for Service Component (2)

COMPULSORY TO COMPLETE THE BELOW TABLE IN FULL References to be Completed

3 acceptable reference in delivering a similar service within the last 3 years. Indicate name of company and contact details.

Description of contract indicating scope of work and type of contract

Value of Contract inclusive of VAT (Rand)

Size of Fleet that was awarded

Date completed/ Contract period

1. Name Of Company: Contact Person: Contact No: E-mail Address:



Signed Date

Name Position

Service Provider

Annexure 1: Scope of Work

The Tenderer agrees not to deviate from the University’s scope of work and agrees not to provide its own contract, service level requirements in its submission, additionally the Tenderer shall ensure that its offer includes how the Tenderer is able to meet the tender requirements, including differentiators that Tenderer shows are advantages over other similar suppliers or in this field of expertise. Any relevant information, which is not covered in other sections and information, which it believes will help convince the University of your suitability as a supplier and your ability to add value.

Section 3: Pricing Schedule(s) (Annexure 2A –Service Component (1) (Annexure 2B – Service Component (2)

The pricing the Tenderer submits will be considered the Tenderer’s final offer, which will be a Returnable that will become Annexure 2A and 2B Pricing schedule to the Contract. The spreadsheet that is Annexure 2A and 2B must be used to submit pricing as indicated in this tender invitation.

Tenderers must show the pricing information using the pricing template contained in Annexure 2A and 2B. The Pricing schedule must be submitted in editable and printable softcopy in both the original Excel compatible (.xlsx) and .pdf formats.

The Tenderer must provide analysed and total costs plus detailed descriptions of what is included in such costs for the selected component elements and/or solution as required in the Scope of Work.

The pricing proposal should be accompanied by a detailed schedule of what is excluded from the pricing proposal and items the Tenderer assumes the University will provide e.g. any resources, consumables, additional equipment etc.

Price Adjustments

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Considering the University’s requirements, the Tenderer shall assist the University in composing a budget for the routes and associated charges in June of each year for the next financial year.

Fees will not be increased for the first 12 (twelve) months of the awarded contract unless agreed in writing between the successful Tenderer and the University.

Thereafter, provided the relevant supporting documentation required by the University is supplied by the Tenderer and the University agrees thereto in writing, the charges may be adjusted as follows:

for the labour cost component in respect of remuneration of the Tenderer’s Personnel, according to the annual increases calculated on at least the minimum of the SARPBAC Agreement; http://sarpbac.org.za/assets/docs/MCA_2018-2020_Agreement.pdf

The fuel element of running costs may be reviewed on a monthly basis, and may be adjusted upward or downward if necessary, based on the wholesale purchase price;

for the remaining components of the charges, annually on the first and each subsequent anniversary of the effective date, as successfully negotiated in good faith between the parties and finally agreed upon by the University, but in any event no higher than CPI.

Cost Savings

The University expects the Tenderer to be an active partner in generating ideas to reduce costs beyond only price reductions.

PURCO SA Service Fee The successful Tenderer agrees that it will provide for a 2% (two percent) service fee which is calculated on the total value of each monthly invoice issued by the successful Tenderer to the University for the provision of the services (including any additional services and or goods). The successful Tenderer agrees that it will send copies of its monthly invoice and statement to both PURCO SA and the University. Upon receipt of the successful Tenderer’s invoice, PURCO SA will invoice the successful Tenderer the 2% (two percent) service fee which is payable to PURCO SA by the successful Tenderer within 30 (thirty) days of PURCO SA’s invoice date.

Section 4: Preference Documents

Valid SANAS approved BBBEE certificate (Verification certificate from a verification agency accredited by SANAS and recognised as an Accredited B-BBEE Verification Agency - (see http://home.sanas.co.za/?page_id=1021)

Attach a written declaration on company letterhead, which has been duly signed by the Tenderer’s authorised signatory, with the following content:

I/we declare that the <<Tenderer Name>> enterprise is a Level ……… contributor as at the closing date of this tender and our financial year ends on ……………..Returnable contract annexures that will be used for tender evaluation purposes and will be incorporated into the contract

Section 5: Contract Deviations Any award made as a result of this Tender process will be governed by the regents of the Contract. If you take exception or wish to propose a deviation to any term or condition in the Contract, do so clearly and conspicuously below by referencing the specific clause number or the term or condition and by describing the exception or deviation. If you do not clearly and conspicuously take an exception or propose a deviation to a specific term or condition, you shall be bound by such term or condition in the event the award is made to you. The University reserves the right to in each instance to:

i) Accept the deviations or exceptions; or ii) Negotiate the deviations or exceptions; or iii) Reject a proposal with deviations or exceptions deemed unacceptable by the University at its option and in the exercise of its sole discretion.

Please do not provide your own contract, service level agreement or reserve the right to negotiate statement. The University will not accept any of the aforementioned documentation. Please complete and submit the table below (if applicable):

Schedule 34: Contract Deviations

Clause No. Mark with an X Proposal Detailed Motivation

http://home.sanas.co.za/?page_id=1021

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T.2.2 List of contract annexures

Returnable contract annexures that will be used for tender evaluation purposes and

will be incorporated into the contract

The Tenderer’s offer must be composed according to, and in the sequence of the Schedules / Annexures listed in the Table of Contents. The Tenderer must complete as applicable all of the attached returnable Annexures by complying with the below corresponding requirements and instructions.

Part C1: Main Contract Terms and Conditions

Any award made to a successful Tenderer pursuant to this tender will be conditional upon the University and the successful Tenderer entering into a framework agreement to regulate the contractual relationship between the parties.

In the event that a Contract has been included in the RFP pack and the Tenderer does not accept all the terms and conditions contained in the Contract, or wishes to suggest additional and/or alternative terms, the Tenderer must complete and submit Schedule L: Contract Deviations to indicate which terms and conditions it rejects or wants to amend and propose a specific alternative in appropriate language.

For the avoidance of doubt, the Tenderer’s “reserve the right to negotiate clauses/statements” or providing the Tenderers own contract will not be considered by the University.

The rejection or amendment by the Tenderer of any terms and conditions contained in the Contract may increase the risk to the University and will thus be taken into consideration when assessing the Tenderer’s proposal.

The University reserves the right to refuse some or all proposed amendments made to the Contract.

Please note: The draft Contract is available after the compulsory briefing session at: http://www.wits.ac.za/about-wits/tenders

Part C2: Annexures & Schedules listed in the Table of Contents above may be incorporated into the Contract.

http://www.wits.ac.za/about-wits/tenders