water documents/supplier... · web viewrequest for quotation form no: rw proc 00016 f revision: 02...

REQUEST FOR QUOTATIONForm No: RW PROC 00016 F

Revision: 02

Effective Date: October 2017

TRAINING PROJECT

SUPPLY & DELIVERY OF LEGISLATIVE AND FUNCTIONAL TRAINING TO RAND WATER

National Treasury Central Supplier Database Number

MAAA……………………………………

RFQ SUBMITTED BY:

Registered Name of Company:

Address:

Telephone Number:

Fax Number:

E-mail:

EMPLOYEE REPRESENTATIVES

Semakaleng Mangoali Pitsi Chokoe

Sourcing Manager Buyer

Tel: (011) 682-0396 Tel: (011)-682-0604

e-mail:[email protected] e-mail: [email protected]

ISSUE DATE: 16 February 2018

BRIEFING MEETING Yes

CLOSING DATE: 23 February 2018 AT: 12H00

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Table of Contents

1. INTRODUCTION..............................................................................................................4

2. OBJECTIVES OF THE REQUIRED WORK.....................................................................4

3. SCOPE OF WORK...........................................................................................................4

4. PRE QUALIFIERS............................................................................................................5

5. RETURNABLE DOCUMENTATION.................................................................................5

6. EVALUATION CRITERIA.................................................................................................6

7. PRICING.........................................................................................................................11

8. GENERAL TERMS AND CONDITIONS.........................................................................11

8.1. DEFINITIONS..........................................................................................................11

8.2. FIXED PRICE..........................................................................................................12

8.3. DELIVERY TIME OR DATE....................................................................................12

8.4. PURCHASE ORDER...............................................................................................12

8.5. LETTER OF AWARD...............................................................................................12

8.6. CANCELLATION OF ORDER.................................................................................12

8.7. DISPATCH OF SUPPLIES......................................................................................13

8.8. SPECIFICATIONS...................................................................................................13

8.9. GUARANTEE..........................................................................................................13

8.10. PAYMENT............................................................................................................13

8.11. LIABILITY FOR COSTS, DAMAGES OR EXPENSES........................................14

8.12. PENALTY AND PERFORMANCE CLAUSE........................................................14

8.13. FORCE MAJEURE..............................................................................................14

8.14. WARRANTY.........................................................................................................15

8.15. TERMINATION FOR CONVENIENCE................................................................15

8.16. TERMINATION FOR DEFAULT..........................................................................16

8.17. AMENDMENT OF ORDER..................................................................................16

8.18. CESSION OF CONTRACTS................................................................................16

8.19. DISPUTE RESOLUTION.....................................................................................16 of 22

8.20. DOMICILIUM CITANDI ET EXECUTANDI AND NOTICES.................................17

8.21. LAW.....................................................................................................................17

9. ACCEPTANCE OF RAND WATER’S GENERAL TERMS AND CONDITIONS.............17

SCHEDULE A - SBD 4...........................................................................................................18

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1. INTRODUCTION

The Capacity Building and the ETD Practitioners have been faced with challenges regarding

the sourcing of accredited training service providers for the purpose of implementing training

and development.

The objective of the session is to highlight to the suppliers how the strategic sourcing for

training and development will work as well as the requirements from the interested suppliers

when responding to the RFQ.

2. OBJECTIVES OF THE REQUIRED WORK

Rand Water is committed to the training and development of its employees in order to meet

current and future competencies/skills requirements with the aim of supporting business

strategy and the performance of employees. The Strategic Human Capital Business Plan

clearly captures the importance of people development, which is aligned to Rand Water

strategic objectives of driving a High Performance Culture. Therefore, it is of utmost

importance that the quality training is implemented and sourced from accredited and credible

service providers to deliver key initiatives such as the Legislative, Compliance and

Functional training.

3. SUBMISSION OF BID

Only the original tender document supplied to the respondent by Rand Water must be

submitted. Tender document must be submitted in its entirety, i.e. as a whole without any

changes being effected. No part thereof may be removed, omitted or amended in any way

through electronic, mechanical or any other means whatsoever. Failure to adhere to this

requirement will invalidate the tender.

All submission must be made before 12h00 on the closing date stipulated on the

cover page of the Bid

Bid must be hand delivered

Bid must be deposited in the Tender box container at the main entrance of Rad

Water Head Office. of 22

Address:

Rand Water

522 Impala Road

Glenvista

2058

4. SCOPE OF WORK

Please refer to the attached Annexures (A and B)

5. PRE QUALIFIERS The following minimum requirements as pre-qualifying apply:

Must be on National Treasury Central Supplier Database ( Submit the Report)

6. RETURNABLE DOCUMENTATION

All documentation listed in the Table below shall form part of the Contract, and should be

returned with the RFQ response.

ITEM DESCRIPTION OF DOCUMENT TO BE RETURNED

REQUIRED RETURNABLES FOR THIS RFQ

PROVIDED BY SUPPLIER

(Supplier must tick to verify submission of the required

returnable documents)

1. Valid Tax SARS PIN 2. Original or originally certified B-BBEE certificate or

sworn affidavit 3. Comprehensive CSD report 4. Company registration documents (company or cc

documents) 5. Declaration of interest (SBD 4, refer to Schedule A.) 6. Letter of Good Standing (where applicable) Where Applicable

7. Completed annexures with price per unit 8. 8.1. MIE Form, to be signed by all the registered

Directors8.2. Completed Supplier Application Form

(RW PROC 00001 F)

8.3. Completed Supplier Banking Details Form(RW PROC 00001 F)

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ITEM DESCRIPTION OF DOCUMENT TO BE RETURNED

REQUIRED RETURNABLES FOR THIS RFQ

PROVIDED BY SUPPLIER

(Supplier must tick to verify submission of the required

returnable documents)

ORBank Confirmation Letter

These are returnable documents for suppliers who have never been awarded work by Rand Water.

9. 9.1. All relevant accreditations per interventions

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7. EVALUATION CRITERIA

7.1. The functionality evaluation criteria is as follows

Adjudication Criteria % Weight [Max 100%]

1.

Previous Related Experience (Similar to current RFQ Scope/Work)

“Rating” of this item is based on a four-point scale.

None = 0 % - No experience

Weak = 33.3% - 1 Company referee

Moderate = 66.7% - 2 Company referees

Good = 100% - 3 Company referees

30

2.

Human Resources The purpose is to establish an overall picture of the company's human

resource capacity and ability to undertake the work.

Company Organogram (30)

No Company Organogram (0)

30

3.

Equipment Resource Capacity

Adjudication is based on Equipment Resources Capacity Equipment; i.e.

Resources used in training, etc.) The purpose is to establish an overall

picture of the company’s equipment resources and ability to undertake the

work, i. e training.

Provide a list of resources (20)

No list (0)

20

4.

Fit for Purpose of Solution Submission of accreditations for each intervention tendered for (20) No accreditations (0) 20

TOTAL 100

7.2. Responses are required to meet a minimum of 60 points on the functionality

evaluation to be further evaluated on the preference points. Responses that do not

meet a minimum of 60 points will be deemed non – responsive and will not be

evaluated further.

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6.2.1 RECORD OF PREVIOUS EXPERIENCE

The Tenderer shall provide details of completed works (similar to the work set out in this tender). Individuals listed as references must be contactable and willing to provide information relating to the performance of the Tenderer. In order to verify the quality of workmanship, an inspection of the works may also be undertaken should Rand Water deem it necessary.

1

Description of Works

Project Title :

Detailed scope of work in the project:

Client :

Contract No. :

Contract Value (excl. VAT) :

Award Date :

Contact Details of Reference at Client Company

Name :

Position Held :

Tel : Cell :

Fax : email :

2 Description of Works

Project Title :


Client :

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Contract No. :


Award Date :


Name :

Position Held :

Tel : Cell :

Fax : email :

3

Description of Works

Project Title :


Client :

Contract No. :


Award Date :


Name :

Position Held :

Tel : Cell :

Fax : email :

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6.2.2 HUMAN RESOURCE CAPACITY

Human Resource Capacity and company organogram will be reviewed in conjunction with each other in order to establish an overall picture of the RFQ’s capacity and ability to undertake the work specified in this document.

Company Organogram

The Tenderer shall detail in the block below their company organogram and the Resources dedicated to this contract must be clearly indicated.

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6.2.3 EQUIPMENT RESOURCE CAPACITY

The following are lists of major items of relevant equipment that are presently owned / leased / hired or planned to be purchased / leased / hired and will be available for this contract if the tender is accepted:

Qty Equipment Description(including

capacity/size etc)

Currently Own /Currently Lease or Hire /Plan to

Purchase /Plan to Lease or Hire

6.2.4 FIT FOR PURPOSE OF SOLUTION (SPECIFICATION)

Should the Tenderer wish to qualify any aspect of the tender (e.g. Supplied items in line with Rand Water specification, aligned with contractual requirements stated in this tender and etc.), he shall set out his terms clearly hereunder or alternatively state them in a covering letter attached to his tender and referred to hereunder, failing which the tender will be deemed to be unqualified.

If no qualifications are made, the schedule shall be left blank or draw a line.

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

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8. PREFERENCE POINT SYSTEM

The quotation will be evaluated on 80/20 Preference Points Principle.

9. PRICING

Rand Water requires the price per item to be clearly outlined as per the line items indicated

on annexures.

Price should be in South African Rand (incl. VAT: applicable to VAT Vendors), with validity of

120 days and Rand Water will determine quantities to be purchased.

10.GENERAL TERMS AND CONDITIONS

The following terms and conditions shall apply to the award. The Supplier agrees to adhere

to the terms and conditions.

10.1. DEFINITIONS10.1.1. In the General Conditions of Purchase the terms below shall have the following

meanings, unless it is inconsistent with the context of the Purchase Order:

10.1.1.1."PURCHASE ORDER" means the order between Rand

Water and the Supplier;

10.1.1.2."DELIVERY" means delivery in accordance with

the conditions of the Purchase

Order at the stated delivery point;

10.1.1.3.“SUPPLIES" means any services, equipment,

goods, items or materials to be

delivered by the Supplier in terms of

the Purchase Order;

10.1.1.4."SUPPLIER" means the party appointed by Rand

Water and with whom Rand Water

places the Purchase Order.

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10.2. FIXED PRICEThe price stated in the Purchase Order shall be regarded as fixed and is invariable

and not subject to adjustments unless otherwise agreed between the parties in

writing.

10.3. DELIVERY TIME OR DATEThe delivery time or date stated in the Purchase Order shall be regarded as fixed and

the Supplier shall adhere strictly thereto. Rand Water reserves the right to cancel any

order issued if delivery is not made as agreed and the Supplier will not be entitled to

any cancellation fees.

10.4. PURCHASE ORDER 10.4.1. In terms of this order Rand Water undertakes to procure, and the Supplier

undertakes to supply the products and/or services as contained on the

Purchase Order. This however, does not prohibit Rand Water to procure

additional products/services, and or to procure the same/similar

products/services, from any other Supplier.

10.4.2. The Purchase Order number stated in the Order shall be indicated clearly on

all documentation to be issued by either party to the other.

10.5. LETTER OF AWARDUpon appointment, the Supplier shall be required to sign a Letter of Award. In the

event that the Letter of Award is not accepted within the times indicated in such

letter, the letter will automatically terminate and will not be enforceable.

10.6. CANCELLATION OF ORDER10.6.1. Should the Supplier fail to deliver the goods at the time agreed to, or should it

not comply with any other essential condition of the Purchase Order, Rand

Water shall be entitled in writing to cancel the Purchase Order, without any

adverse cost implications for Rand Water.

10.6.2. The aforesaid cancellation shall not prevent Rand Water from exercising any

of its rights available in terms of the Purchase Order.

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10.7. DISPATCH OF SUPPLIES

Rand Water shall not be responsible for any risk in and to the goods before delivery

of such goods has taken place.

10.8. SPECIFICATIONS

10.8.1. The Supplier shall ensure that the service to be rendered shall in all respects

be in accordance with the requirements and stipulations set out in the

Purchase Order. All materials and consumable items if applicable shall be

new and unused, unless otherwise agreed to in writing.

10.8.2. Rand Water shall be entitled to return any goods with defects or deviations

from the agreed specification within 7 days after date of delivery and will not

be liable for any cost.

10.9. GUARANTEE

Save for consumables, the Supplier guarantees the workmanship and materials and

any components thereof will be free of any defects for a period of at least 12 (twelve)

months after the acceptance thereof by Rand Water, reasonable wear and tear will

be accepted.

10.10. PAYMENT

Rand Water does not allow advance payments to the Supplier.

10.10.1. Payment of an invoice shall not prevent Rand Water from

subsequently disputing all or any of the fees in good faith whether during or

after the term of the Purchase Order.

10.10.2. Payments shall be effected within 30 days after submission of

statement.

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10.11. LIABILITY FOR COSTS, DAMAGES OR EXPENSES Rand Water may deduct all costs, damages or expenses, or any other amount for

which the Supplier is liable in terms of the Purchase Order, from moneys due to or

becoming due to the Supplier in terms of any subsequent Purchase Orders or the

contract between the Supplier and Rand Water. Rand Water is herewith irrevocably

and in rem suam authorized.

10.12. PENALTY AND PERFORMANCE CLAUSE

10.12.1. Should the Supplier fail to perform and make delivery in terms of the

Purchase Order, exception of Force Majeure specified in Clause 8.13, Rand

Water shall be entitled to impose a penalty, which shall be deducted from the

payment statement. The imposition of such penalty shall no relieve the

Supplier from its obligation to complete the services or from any of its

obligations and liabilities under the Purchase Order.

10.12.2. Every day, following the day on which a Failure arose (“day 1”), that a

Failure persists without being rectified, shall be deemed a new incidence of a

Failure for which the Supplier shall incur a penalty deduction.

10.13. FORCE MAJEURE

Any Force Majeure event experienced by the Supplier that is likely to affect the

timeous delivery of any items on the Purchase Order shall be communicated to Rand

Water in writing within forty-eight (48) hours of the Supplier becoming aware of such

circumstance. Force Majeure event means:

a. natural disasters

b. war, act of foreign enemies

c. riot, civil commotion

d. strike, lockout, other labour disturbance (including those involving the

Supplier’s employees) or

e. any other circumstances beyond the control of the Supplier and which in the

absence of this paragraph will operate to frustrate the timeous delivery of the

item and/or service.

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10.14. WARRANTY 10.14.1. The Supplier warrants that all goods and Services supplied under this

Purchase Order will be in accordance with all contract requirements and free

from defects or inferior materials, equipment, and workmanship for twelve (12)

months after final acceptance of the goods or Services.

10.14.2. If Rand Water finds the warranted goods or Services need to be

repaired, changed or re-performed, Rand Water shall so inform the Supplier in

writing and the Supplier shall promptly and without expense to Rand Water

replace or satisfactorily correct the goods or Services.

10.14.3. Any goods, services or parts thereof so corrected, shall also be

subject to the provisions of this Clause, and the warranties for such goods,

Services or part thereof shall be for twelve (12) months from the date of Rand

Water’s final acceptance of such corrected goods or Services.

10.14.4. The Supplier further warrants the goods/services will meet and are

suitable for the purpose intended. These warranties shall survive inspection,

acceptance, and payment. Goods/services that do not conform to the above

warranties may, at any time within 12 months after delivery to Rand Water, be

rejected and returned to the Supplier, and if Rand Water has incurred any

expenses as a result thereof , Rand Water will be entitled to recover same

from the Supplier.

10.15. TERMINATION FOR CONVENIENCE Rand Water reserves the right, at any time, in its own best interest, and without

liability, to terminate a Purchase Order in whole or in part, by written notice of

termination for convenience to the Supplier. If the Purchase Order is so terminated,

then, within thirty (30) days following the Supplier’s receipt of the termination notice,

the Supplier shall submit a claim for equitable adjustment. If the termination involves

only services, Rand Water shall be obligated to pay only for services performed

satisfactorily before the termination date.

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10.16. TERMINATION FOR DEFAULT Rand Water may, without liability, and in addition to any other rights or remedies

provided herein or by law, terminate a Purchase Order in whole or in part by written

notice of default if the Supplier:

a) fails to deliver in terms of the Purchase Order or perform the services within

the time specified;

b) fails to make sufficient progress with the work, thereby endangering

completion of performance within the time specified; or

c) fails to comply with any of the other instructions, terms, or conditions. Rand

Water’s right to terminate for default may be exercised if the Supplier does not

cure the failure within ten (10) days after receiving the notice of such failure.

10.17. AMENDMENT OF ORDER 10.17.1. No amendment or variations to the Purchase Order shall be permitted

without the written approval of Rand Water.

10.17.2. No price adjustments shall be accepted unless stipulated in the

quotation document received. The Supplier shall be obliged to supply the

goods and services on the quoted prices, if the Purchase Order was placed

within valid time of quotation.

10.18. CESSION OF CONTRACTS The Supplier may not, cede, delegate, relinquish or transfer to anyone his rights

and/or obligations without the prior written consent of Rand Water.

10.19. DISPUTE RESOLUTIONAll disputes between the parties shall, when all efforts to resolve such dispute by

negotiation have failed shall be resolved by way of arbitration under the auspices of

the Arbitration Foundation of Southern Africa (“AFSA”) as per AFSA’s rules, in

Sandton, Johannesburg. Either party shall however be entitled to proceed to the

South Gauteng High Court (to which jurisdiction the parties hereby consent) for any

urgent, interim or interdictory relief, as that party may deem necessary in the

circumstances in order to protect its rights or interests under a Purchase Order or

these terms and conditions.

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10.20. DOMICILIUM CITANDI ET EXECUTANDI AND NOTICES10.20.1. The Parties hereto respectively choose as their domicilium citandi et

executandi for all purposes of, and in connection with this Agreement, the

physical addresses as they appear on the Purchase Order.

10.20.2. Any notice to be given hereunder shall be given in writing and may be

given either personally (i.e. per hand or courier) or may be sent by

registered post and addressed to the relevant party at its domicilium or to

such other address as shall be notified in writing by either of the parties to

the other from time to time. Any notice given by registered post shall be

deemed to have been served on the expiry of 7 (seven) calendar days after

same is posted. Any notice delivered personally shall be deemed to have

been served at the time of delivery.

10.21. LAW The Purchase Order shall be governed and interpreted in accordance with the law of

the Republic of South Africa and shall be subject to the jurisdiction of the South

African courts to which the Supplier hereby irrevocably submits but without prejudice

to Rand Water's right to take proceedings against the Supplier in other jurisdictions.

11.ACCEPTANCE OF RAND WATER’S GENERAL TERMS AND CONDITIONS

SIGNED at ___________________________on __________________________________

For and on behalf of Supplier

________________________________

Who warrants being duly authorised

Name :

Designation:

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SCHEDULE A - SBD 4

DECLARATION OF INTEREST

1. Any legal person, including persons employed by the state*, or persons having a kinship with persons employed by the state, including a blood relationship, may make an offer or offers in terms of this invitation to bid (includes a price quotation, advertised competitive bid, limited bid or proposal). In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the state, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her position in relation to the evaluating/adjudicating authority and/or take an oath declaring his/her interest, where-

the bidder is employed by the state; and/or the legal person on whose behalf the bidding document is signed, has a

relationship with persons/a person who are/is involved in the evaluation and or adjudication of the bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and or adjudication of the bid.

2. In order to give effect to the above, the following questionnaire must be completed and submitted with the bid.

2.1 Full Name of bidder or his or her representative: ……………………………………………….

2.2 Identity Number: ………………………………………………………………………………………

2.3 Position occupied in the Company (director, shareholder etc): …………………………………

2.4 Company Registration Number: ….…………………………………………………………..…….

2.5 Tax Reference Number:…..………………………………………………………………….………

2.6 VAT Registration Number: ….……………………………………………………………………....

* “State” means – (a) any national or provincial department, national or provincial public entity or constitutional

institution within the meaning of the Public Finance Management Act, 1999 (Act No. 1 of 1999);

(b) any municipality or municipal entity;(c) provincial legislature;(d) national Assembly or the national Council of provinces; or(e) Parliament.

2.7 Are you or any person connected with the bidder presently employed by the state?

YES / NO

2.7.1 If so, furnish the following particulars:

Name of person / director / shareholder/ member: …....…………………………………….Name of state institution to which the person is connected: …………………………………Position occupied in the state institution: …………………………………..

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Any other particulars:………………………………………………………………………………………………………………………………………………………………………………………………

2.8 Did you or your spouse, or any of the company’s directors / shareholders / members or their spouses conduct business with the state in the previous twelve months?

YES / NO

2.8.1 If so, furnish particulars:…………………………………………………………………..…………………………………………………………………..…………………………………………………………………...

2.9 Do you, or any person connected with the bidder, have any relationship (family, friend, other) with a person employed by the state and who may be involved with the evaluation and or adjudication of this bid?

YES / NO

2.9.1 If so, furnish particulars.

……………………………………………………………………………………………………………………………………………………………………………………………………………………

2.10 Are you, or any person connected with the bidder,aware of any relationship (family, friend, other) between the bidder and any person employed by the state who may be involved with the evaluation and or adjudication of this bid?

YES / NO

2.10.1 If so, furnish particulars.

…………………………………………………………………………………………………………………………………………………………………………………………………………………………

2.11 Do you or any of the directors /shareholders/ members of the company have any interest in any other related companies whether or not they are bidding for this contract?

2.11.1 If so, furnish particulars:

………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

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3 Full details of directors / trustees / members / shareholders.

Full Name Identity Number

Personal Tax Reference Number

State Employee Number / Persal

Number

3 DECLARATION

I, THE UNDERSIGNED (NAME)………………………………………………………………………

CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2.1 TO 2.11.1 ABOVE IS CORRECT.

I ACCEPT THAT THE STATE MAY ACT AGAINST ME IN TERMS OF PARAGRAPH 23 OF THE GENERAL CONDITIONS OF CONTRACT SHOULD THIS DECLARATION PROVE TO BE FALSE.

………………………………….. ..…………………………………………… Signature Date

…………………………………. ………………………………………………Position Name of Bidder

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