SUPPLY AND DELIVERY OF NEWSPAPERS - GCIS

RFB 005 2015/2016 SPECIFICATION FOR THE SUPPLY AND DELIVERY OF NEWSPAPERS TO GCIS

1. INTRODUCTION

This bid represents the requirements of the Government Communication and Information System (GCIS) for delivery of daily, weekly and weekend newspapers. The contract will be for a period of two years. The successful service provider will be appointed for one year, renewable for another one year based on satisfactory performance. The newspapers must be delivered to the following address: Cnr Frances Baard and Festival Streets; Tshedimosetso House; Government Communication and Information System (GCIS); Hatfield 0001.

2. SPECIFICATION (See annexure A attached)

2.1 QUANTITIES

Total number of quantities to be delivered per year is approximately 68 799, Newspaper quantities can change from time to time, e.g. new newspapers that may enter the market, etc. Detailed newspaper quantities and a pricing schedule is attached as Annexure A. Price changes will only be allowed when a publisher's price is increased. Proof regarding this increase must be provided.

2.2 NEWSPAPER PACKAGING

Bidders are required to package the newspapers per office number and name of the person as per distribution list provided. The successful bidder must count, check and sign the register for newspapers supplied to GCIS with the security personnel at Tshedimosetso House every morning before 05.30 to ensure that the correct quantities are delivered. The successful bidder must provide the name and contact details of a person who will be responsible for delivery of the newspapers.

3. DELIVERY TIMES

Newspapers must be delivered before 05:30 every morning (Saturdays; Sundays and Public holidays included).

4. GENERAL REQUIREMENTS

While bidders might make use of subcontractors, it remains the sole responsibility of the bidder if problems arise due to faults or non-delivery by the subcontractor.

Bidders are to ensure that they have engaged in fair and reasonable conditions of contracting with subcontractors. (Proof of contract to be provided if subcontracting/engaging in a consortium/joint venture is entered into.)

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5. PROCEDURES FOR SUBMITTING TENDER INFORMATION

- Bidders must submit the relevant information in sufficient detail in order to enable GCIS to make a good assessment of the proposals submitted.

- Bidders must provide traceable information on their ability to provide the service requested, previous experience of delivery of newspapers as well as infrastructure. Should bidders fail to indicate compliance with requirements, GCIS will assume that the bid is not in compliance with requirements as specified in terms of reference.

- Comments and any further information must be given on a separate information sheet and numbered according to the relevant items in the bid document.

6. PRICING

- Bidders are requested to complete the attached Annexure A for pricing for the first year.

- Labour and overhead costs must be completed on the below provided table, it should be noted that the labour and overhead costs will be fixed for the duration of the contract. (Two years)

- However it should be noted that the successful bidder will be appointed for one (1) year, renewable for second year based on performance.

Year

Year 1 Year 1 Year 2 Year 2 Total

Labour Cost = R Overhead Costs = R Labour Cost = R Overhead Costs = R

Total cost (including Vat)

7. RESOURCES

The resources at the disposal of the bidder must enable him/her to deliver all the newspapers at stipulated times. The resource will be evaluated according to the following criteria, reliable transportation, staff capacity, adherence to time frames and means of communication (includes e-mail, fax machine, mobile number of the deliverer etc.).

8. EXPERIENCE

Bidders needs to have proven experience in the supply and delivery of newspapers. In addition to the information requested, bidders must supply

? Detailed information on experience and number of years in supply and delivery of newspapers

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? Comprehensive client list in supply and delivery of newspapers for the past 5 years

? Submit a list and contact details of at least 5 clients they are providing with delivery of newspapers.

9. NEWSPAPER PACKAGING METHODOLOGY

Bidder must indicate how they plan to package the newspapers as per the specification.

10. INVOICING SYSTEM

Confirmation that the company has an invoice system that is easily readable and understandable. Invoices must reflect the following minimum information: Logo of the company, VAT number (if applicable), quantities of newspaper supplied per paper for the month, unit cost per newspaper, number of days for newspapers supplied, and clarification of other cost (Labour cost and overhead cost) . Confirmation that Invoices will be submitted on monthly basis. Attach an example of the invoice

11. EVALUATION PROCESS

The bid will be evaluated as follows:

11.1

Phase I: Compliance with qualification criteria

All bids will be screened to determine compliance with the qualification criteria (where is the qualification criteria of the terms of reference as well as the statutory requirements. Bidders not complying with the below qualification criteria and / or statutory requirements will not be considered for evaluation.

I. Original and valid tax clearance certificate

11.2

Phase II: Evaluation in terms of functionality

The proposal will be evaluated in terms of the Preferential Procurement Policy Framework Act (Act 5 of 2000) and Regulation (December 2011) on the basis of functionality and the 80/20 preference points system. A bidder that scores 70% or more for functionality will be considered for evaluation in the second phase.

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Aspect Company profile and Resources

Comment ? Transportation of newspaper

? Staff Capacity (Attach CVs of staff)

Weight Value 10

5

? Means of Communications (E-mail, fax machine and mobile phone of 5

the deliverer etc.)

2. Invoice System

3. Packaging methodology

4. Experience

? Confirmation that the company has

an invoice system that is easily

readable and understandable.

Invoices must reflect the following minimum information: Logo of the 10

company, VAT number (if

applicable), quantities of newspaper

supplied per paper for the month,

unit cost per newspaper, number of

days for newspapers supplied, and

clarification of other cost (Labour

cost and overhead cost) .

Confirmation that Invoices will be

submitted on monthly basis. Attach

an example of the invoice

? Bidder must indicate how they plan

to package the newspapers

10

An indication of number of years'

30

experience in supply and delivery of

newspaper environment.

Submit at least five written references

with contact details.

10

Total

80

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GCIS will assess the functionality of each proposal taking into account the following criteria:

TECHNICAL

WEIGHT VALUE

Values: 1 = Poor; 2 = Average; 3 = Acceptable; 4 = Very good; 5 = Excellent The percentage for functionality will be calculated as follows: A ----- X 100 B Where:

A = total score of the bidder B = maximum score, i.e. 400

All bidders are requested to attend to all aspects of the bid evaluation criteria to avoid unnecessary loss of points during the evaluation process.

NB: Bidders should note that it will be the prerogative of GCIS to request bidders to do a presentation and request samples to be presented. Should this be the case, the same evaluation criteria as above will be applied. Bidders will be informed five (5) working days before the presentation.

11.3 Phase III: Evaluation in terms of Price and B-BBEE

Bidders achieved minimum score of 70% in functionality will be evaluated further in terms of the 90/10 preference points system, where 90 points will be for price only and the 10 points for BBBEE Status Level of contribution.

Companies wishing to claim points in terms of preferential procurement evaluation points should kindly complete the SBD 6.1 form and note below the break-down of the points that will be awarded. Bidders must submit their original and valid B-BBEE status level verification certificate or a certified copy thereof, substantiating their B-BBEE rating issued by a Registered Auditor approved by IRBA or a Verification Agency accredited by SANAS

AREAS OF EVALUATION 90/10 Price BBBEE Total

POINTS 90 10 100

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12 Compulsory briefing will be conducted on

Wednesday 09 December at 10H00

VENUE:

TSHEDIMOSETSO HOUSE CNR FRANCIS BAARD & FESTIVAL STREETS HATFIELD PRETORIA

Closing date shall be on 15 January 2015 at 11:00 ENQUIRIES: FOR SPECIFICATIONS-RELATED QUESTIONS ONLY Contact Person:

Mr Avhasei Tshirangwana Tel: (012) 473-0439

QUESTIONS ON BIDDING PROCEDURES ONLY Contact Persons:

Mr Leshoka Mahloromela Tel: (012) 473-0151

Keneilwe Mafa Tel: (012) 473 0130

APPROVED AND SIGNED OFF BY:

__________________ Mr Zwelinjani Momeka Chief Financial Officer Date:

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Newspaper costs for March 2016 Newspaper costs for April 2016 Newspaper costs for May 2016 Newspaper costs for June 2016 Newspaper costs for July 2016 Newspaper costs for August 2016 Newspaper costs for September 2016 Newspaper costs for October 2016 Newspaper costs for November 2016 Newspaper costs for December 2016 Newspaper costs for January 2017 Newspaper costs for February 2017

Totals per year

Month

Number of days in the month

Number of working days Holidays

Number of working Thursday Number of working Fridays Number of Saturdays Number of Sundays

Mar-16

31 20 3 5 3 4 4

Number of

newspape

Newspaper rs to be Delivery Number

description delivered

on

day of units

holidays

(per

paper)

Beeld

6 Mon-Fri 11

Business

day

6 Mon-Fri 29

Citizen

7 Mon-Fri 17

Daily sun

10 Mon-Fri 26

Pretoria

news

12 Mon-Fri 33

Sowetan

12 Mon-Fri 39

The new age 11 Mon-Fri 29

The star

10 Mon-Fri 34

The Times

8 Mon-Fri 22

Financial

mail

8 Thur

20

Mail &

guardian

12 Fri

37

Sat Citizen

6 Sat

9

Sat Beeld

4 Sat

4

Sat P/news

4 Sat

6

Sat the star

4 Sat

8

City press

6 Sun

20

Sunday

indpendent

5 Sun

11

Sunday sun Sunday times Sunday World Rapport

4 Sun

11

6 Sun

18

5 Sun

10

4 Sun

7

Total copies per month

Total Excl.

Vat

Totals incl vat

Overal Price for Year 1

Overall Price for Year 2

238

598 361 550

696 816

613 710 464

100

123 36 16 24 32 80

44

44

72

40 28 5685

Apr-16

30 20 1 4 5 5 4

226

586 347 530

672 792

591 690 448

80

185 45 20 30 40 80

44

44

72

40 28 5590

May-16

31 21 1 4 4 4 5

237

615 364 556

705 831

620 724 470

80

148 36 16 24 32

100

55

55

90

50 35 5843

Jun-16

30 21 1 4 4 4 4

237

615 364 556

705 831

620 724 470

88

148 36 16 24 32 80

44

44

72

40 28 5774

NEWSPAPER TENDER NO:

Jul-16

31 21 0 4 5 5 5

Aug-16

31 22 1 4 4 4 4

Sep-16

30 22 1 5 5 3 4

231

609 357 546

693 819

609 714 462

80

185 45 20 30 40

100

55

55

90

50 35 5825

248

644 381 582

738 870

649 758 492

80

148 36 16 24 32 80

44

44

72

40 28 6006

242

638 374 572

726 858

638 748 484

100

185 33 16 22 28 80

44

44

72

40 28 5972

Oct-16

31 21 0 4 4 5 5

231

609 357 546

693 819

609 714 462

80

148 45 20 30 40

100

55

55

90

50 35 5788

Nov-16

30 22 0 4 4 4 4

242

638 374 572

726 858

638 748 484

80

148 36 16 24 32 80

44

44

72

40 28 5924

Dec-16

31 20 3 5 4 5 3

232

592 354 540

684 804

602 700 456

100

160 45 20 30 40 66

38

44

60

35 25 5627

Jan-17

31 22 1 4 4 4 4

Feb-17

28 20 0 4 4 4 4

242

638 374 572

726 858

638 748 484

80

148 36 16 24 32 86

49

48

78

45 32 5954

220

580 340 520

660 780

580 680 440

80

148 36 16 24 32 80

44

44

72

40 28 5444

2606

6782 4007 6122

7764 9156

6827 7978 5176

948

1726 429 192 286 380 932

516

521

840

470 330 63988

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