REQUEST FOR BID NO - South African Airways



567690308610REQUEST FOR PROPOSAL FOR PROVISION OF MAINTENANCE SERVICES FOR SAA VEHICLES AND SPECIALISED SUPPORT EQUIPMENT. RFP: GSM081/15center327025SOUTH AFRICAN AIRWAYS (PROPRIETARY) LIMITEDREGISTRATION NO.: 1997/022444/07OR TAMBO INTERNATIONAL AIRPORT(Hereinafter referred to as “SAA”) INVITATION TO BIDYou are hereby invited to submit a proposal for the following:RFP NUMBER: GSM081/15RFP DESCRIPTION: Request for Proposal for the Provision of Maintenance Services for the Vehicle and Support Equipment Fleet of the SAA Business Units: Air Chefs, Corporate and Technical at OR Tambo International Airport.Issue Date01 November 2015Closing Date for RFP24 November 2015Closing Time11H00Compulsory Bidder’s ConferenceYesDate/Time/Place for the Bidder’s Conference/Briefing(Interested bidders need to attend the Briefing session and must email copies of their identity documents, by 10 November 2015 for pre-registration, to LionelLeRoux@ .)Wednesday 11th November 2015 at 10H00, Main Security Gate of SAA Technical, Jones Road, O.R. Tambo Intl Airport. (Close to Emperors Palace’s service entrance); Bidder must bring identity document; No cellphones, cameras or firearms will be allowed on premises.Validity Period of Proposal Submission120 DaysPROPRIETARY INFORMATIONSAA considers this RFP – GSM081/15 and all related information, either written or verbal, which is provided to the bidders, to be proprietary to SAA. It shall be kept confidential by the respondent and its officers, employees, agents and representatives. The respondent shall not disclose, publish or advertise this specification or related information to any third party without the prior written consent of SAA.GROUNDS FOR DISQUALIFICATIONAll communication and attempts to obtain information of any kind with regards to this Proposal should be channeled to Lionel le Roux, Sourcing Specialist, telephone number 084?084 0646 / 060?533 0843 and e-mail: LionelLeRoux@ .SAA reserves the right to disqualify any respondent from this Request for Proposal process if any attempts are made by that respondent to solicit information of any kind relative to this Proposal or subsequent evaluation from any other source in SAA other than the contact person as mentioned above.left45085TABLE OF CONTENTS FOR THE RFP: GSM039/15Item No.ContentPage1Invitation to Bid022Information Schedule043Proposal Conditions and Instructions to Bidders084Scope of Work165Declaration of Interest366Vendor Information Form387Tax Clearance Requirements44AttachmentAnnexure A – Checklist – Maintenance Contract Terms + SLAAttachmentAnnexure B – SAA Technical Vehicle and Equipment RegisterINFORMATION SCHEDULEFORRFP: GSM081/15TO ENSURE THAT YOU RECEIVE ALL INFORMATION RELATING TO THIS PROPOSAL PLEASE COMPLETE THIS PAGE AND RETURN BY FACSIMILE OR E-MAIL TO THE INDICATED NUMBER TO:Lionel le RouxSouth African Airways (Proprietary) LimitedGlobal Supply ManagementFAX NUMBER :+2711 – 978 6204E-MAIL:LionelLeRoux@ RE:RFP: GSM081/15DATE:On submission of the completed Bid Document, a non-refundable fee of R 500.00 will be charged. This fee should be deposited directly into SAA’s bank account and the deposit slip or proof thereof, should accompany the bid. Please note The banking details are as follows for local bidders (ZAR):Standard Bank Greenstone MallBranch Code: 016342Account Number: 022771263The banking details are as follows for International Bidders (USD):South African AirwaysCitibank New YorkSwift:? CITIUS33Account: ?36218618Bidders should ensure that proposals are delivered before the closing date and time to the correct address.If the proposal is late, it will not be accepted for consideration.Please include your proof of payment when you submit your Bids or you can email the proof to mandycoetser@. Note Bidders with no proof of payment will be disqualified therefore will not be considered for evaluation.NAME OF BIDDER: ________________________________________ENTITY NAME: ________________________________________CONTACT PERSON: _________________________________________TEL NUMBER: _________________________________________FACSIMILE NUMBER: _________________________________________CELLULAR NUMBER: _________________________________________E-MAIL ADDRESS: _________________________________________POSTAL ADDRESS: _________________________________________ _________________________________________PHYSICAL ADDRESS: _________________________________________VAT REGISTRATION NO.: _________________________________________In case of a consortium/joint venture, full details on consortium/joint venture members:ENTITY NAME: ________________________________________VAT REGISTRATION NO.: _________________________________________TAX CLEARANCE CERTIFICATE SUBMITTED:YES / NOENTITY NAME: ________________________________________VAT REGISTRATION NO.: _________________________________________TAX CLEARANCE CERTIFICATE SUBMITTED:YES / NOENTITY NAME: ________________________________________VAT REGISTRATION NO.: _________________________________________TAX CLEARANCE CERTIFICATE SUBMITTED:YES / NOName of contracting entity in case of a consortium/joint ventureENTITY NAME: ________________________________________POSTAL ADDRESS: _________________________________________ _________________________________________PHYSICAL ADDRESS: _________________________________________ _________________________________________Contact details of responsible person who will act on behalf of the entity/consortium/joint venture for this proposalCONTACT PERSON: _________________________________________TEL NUMBER: _________________________________________FACSIMILE NUMBER: _________________________________________CELLULAR NUMBER: _________________________________________E-MAIL ADDRESS: _________________________________________Contact details of alternative responsible person who will act on behalf of the person above should he/she not be availableCONTACT PERSON: _________________________________________TEL NUMBER: _________________________________________FACSIMILE NUMBER: _________________________________________CELLULAR NUMBER: _________________________________________E-MAIL ADDRESS: _________________________________________ConfirmationAre you the accredited representative in South Africa for the services offered by you: YES/NOI/We have examined the information provided in your RFP documents and offer to undertake the work prescribed in accordance with the requirements as set out in the RFP document. The prices quoted in the RFP are valid for the stipulated period. I/We confirm the availability of the proposed team members. We confirm that this proposal will remain binding upon us and may be accepted by SAA at any time prior to the proposal validity expiry date.CONTACT PERSON: _________________________________________SIGNATURE: _________________________________________DATE: _________________________________________Are you duly authorized to commit the bidder:YES / NOCAPACITY UNDER WHICH: _________________________________________THIS PROPOSAL IS SIGNEDPROPOSAL CONDITIONS AND INSTRUCTIONS FOR….RFP: GSM081/151.0INTRODUCTIONSouth African Airways has a proud history of excellence, competing with many Local, Regional and International carriers, and is considered by consumers to be a premium world class airline. This is confirmed by the long list of awards the airline has received. SAA is the finest in Africa with more routes to African destinations than any other airline. This has been historically expressed through the payoff line “Bringing the world to Africa & taking Africa to the world”We are inspired by our unqualified belief in service excellence, integrity, accountability, quality, safety, people development and value to our shareholders.All our business relations are guided by these values and business practice. Our business partners and suppliers are expected to uphold, promote and share the same values and vision.The quality, price and service that we provide our customers can only be as good as what we receive from our suppliers.We strive for continuous improvement in our critical business areas and seek to establish relationships with suppliers that are equally passionate in their quest for better quality, price and service. By exceeding our requirements and expectations, you will not only ensure that you maintain the current business; you may be positioning yourself for more future business.Procurement PhilosophyIt is the policy of SAA, when purchasing Goods / Services and obtaining services, to follow a course of optimum value and efficiency by adopting best purchasing practices in supply chain management, ensuring where possible that open and fair competition has prevailed, with due regard being had to the importance of:The promotion of the Interdivisional Support Policy.The promotion, development and support of businesses from disadvantaged communities (small, medium, micro enterprises, as well as established businesses within those communities) in terms of its BEE Policy.The promotion of National and Regional local suppliers and agents before considering overseas suppliers; andThe development, promotion and support for the moral values that underpin the above, in terms of SAA’s Business Ethics and Guidelines which requires that all commercial conduct be based on ethical and moral values and sound business practice. This value system governs all commercial behaviour within SAA.2.0SPECIAL CONDITIONS OF BID & CONTRACT2.1The Bidder/s accepts that this document and its associated documents do not constitute any contractual relationship between SAA and the Bidder/s and the acceptance of any Proposal/s by SAA will not constitute any contractual relationship between SAA and any Bidder/s. The acceptance of any Proposal/s will only indicate without any obligations on the part of either SAA and/or a Bidder/s, the willingness of such Parties to enter into negotiations, which may or may not result in a Contract.2.2SAA reserves the right to undertake physical evaluations on shortlisted Bidder/s.2.3The Bidder/s agree that during the contract period prices based on the impact of volumes, productivity improvements and sharing of risk may be negotiated.2.4The Agreement will be a non-exclusive Agreement and SAA reserves the right to purchase at its discretion service from any other service provider. SAA does not warrant that it will use any minimum quantity of the service from the successful Bidder/s.2.5During evaluation of the proposals, additional information may be requested in writing from bidders. Replies to such request must be submitted, within 5 (five) working days or as otherwise indicated. Failure to comply, may lead to your proposal being disregarded.3.0INTELLECTUAL PROPERTY, INVENTIONS AND COPYRIGHT3.1The specification is the intellectual property of SAA.3.2Copyright of all documentation relating to this assignment belongs to SAA. The successful bidders may not disclose any information, documentation or products to other clients without the written approval of the accounting authority or the delegate.3.3All the intellectual property rights arising from the execution of this Agreement shall vest in SAA and the Bidder undertakes to honour such intellectual property rights and all future rights by keeping the know-how and all published and unpublished material confidential.3.4The Bidder’s authorised representative is required to complete and return the attached Non-Disclosure Agreement (“NDA”), which will govern all information, written materials and verbal communication made available to the Bidder under this RFP. 3.5In the event that the Bidder would like to use any information or data generated in terms of the Services, the prior written permission must be obtained from SAA.3.6This clause 3.0 shall survive termination of this Agreement.4.0GUIDELINE ON COMPLETION OF SUBMISSION4.1Bidders must indicate compliance or non-compliance on a paragraph-by-paragraph basis. Indicate compliance with the relevant proposal requirements by marking the AGREE box and non-compliance by marking the DISAGREE box. If the contents of the paragraph only need to be noted, please mark the NOTED box. The bidder must clearly state if a deviation from these requirements are offered and the reason therefore. If an explanatory note is provided, the paragraph reference must be attached as an appendix to the proposal submission. Proposals not completed in the manner may be considered incomplete and rejected. Should bidders fail to indicate agreement/compliance or otherwise, SAA will assume that the bidder is not in compliance or agreement with the statement(s) as specified in this proposal.4.2SAA will interpret AGREE as full compliance/acceptance to the applicable paragraph. DISAGREE will be interpreted that the Bidder/s has/have read and understood the paragraph, but the Bidder/s does/do not comply/accept the content of the applicable paragraph. 4.3Alternative Proposals by the Bidder/s or any non-compliance to the specification will be evaluated and considered at SAA’s sole discretion.5.0PREPARATION COSTSAll costs incurred in the preparation, presentation and demonstration of the response shall be for the account of the Bidder. All supporting documentation and manuals submitted with the Proposal will become SAA property unless otherwise stated by the Bidder/s at the time of submission.6.0COPIES REQUIRED6.1It is a condition that the Bidder/s shall furnish an offer comprising of the original response document plus 2 (two) copies. The Bidder/s shall ensure that all the relevant information and documentation is submitted with the original as well as the copies. SAA shall not be liable should it become evident that a Bidder/s offer/s is/are not accepted and the reason for such non-acceptance is as a result of the Bidder/s failure to include the information in both copies.6.2BIDDER/S SHALL KEEP A COPY OF THEIR PROPOSAL AND RESPONSE FOR FUTURE REFERENCE.7.0SPECIFIC INFORMATION REQUIREDFor ease of reference and evaluating purposes, please furnish replies under the same headings and refer individually to all specific paragraph numbers. Please be clear in your response and use definite answers. All information supplied to the Bidder will be subject to the terms and conditions of the NDA. The Bidder will be required to acknowledge receipt of information provided and confirm that such information is received subject to the term and conditions of the NDA.8.0ENQUIRIES / QUESTIONSAll Questions or Enquiries regarding this RFP must be submitted in writing (email) to SAA at the following address:Attention: Lionel Le RouxFax number: +2711 – 978 6204E-Mai:LionelLeRoux@ NB.: The closing date for questions, and to email identity documents for pre-registration of briefing and site visit is 10 November 20159.0COMPULSORY BIDDER’S CONFERENCEA Compulsory Bidder’s Conference will be held for this RFP. Details of the Compulsory Bidder’s Conference are as follows:Date:11th November 2015Time:10H00Venue:SAA Technical (Main Security Gate)(Close to Emperor’s Palace service entrance)Jones RoadOR Tambo International AirportJohannesburgNB.: Please note that responses to all questions received will be sent to all the Service Providers who attended the Compulsory Bidder’s Conference.10.0INSTRUCTIONS FOR THE SUBMISSION OF A PROPOSAL10.1Proposals must be submitted in a sealed envelope marked:Tender Number:RFP: GSM081/15Tender for:Vehicle Fleet Maintenance Services Closing Date / Time:24th November 2015 @ 11H00Name & Address of the Bidder:(Postal or Physical Address)10.2Proposals must be deposited in the Bid Box situated at:South Africa Airways – Main Reception GateAirways ParkJones RoadOR Tambo International AirportJohannesburg10.3Proposals can be delivered between 08H00 and 16H30, Monday to Friday, prior to the closing date and between 08H00 and 11H00 on the closing date.10.4Submissions will be kept unopened in safe custody until the closing time for the Proposal. Where a Proposal is received without a Proposal number on it, it will be opened, the Proposal number ascertained, the envelope sealed and the Proposal number written on the envelope.10.5Unless specifically provided for in the RFP documents, tenders submitted by means of telegraph, telex, fax or similar means will not be accepted.10.6All proposals must be submitted in English.10.7Bidders should ensure that proposals are delivered before the closing date & time to the correct address. If the proposal is late, it will not be accepted for consideration.11.0LATE PROPOSAL SUBMISSIONS11.1Late submissions of Proposals will NOT be considered for evaluation and will be returned un-opened to the Bidder/s at the Bidders’ own costs accompanied by an explanation to the effect that it is late.11.2A submission will be considered late if it arrives one second after 11:00 or any time thereafter. The bid box shall be locked at exactly 11:00 and Proposals arriving late will not be accepted under any circumstances. Bidders are therefore strongly advised to ensure that Proposals be dispatched allowing enough time for any unforeseen events that may delay the delivery of the Proposal.12.0.PAYMENTS 12.1Final payment terms will be negotiated with the successful bidder before awarding the RFP.12.2SAA will pay the successful Bidder the fee as set out in the final contract. No additional amounts will be payable by SAA to the successful Bidder.12.3The successful Bidder shall from time to time during the duration of the contract, invoice SAA for the services rendered. No payment will be made to the successful Bidder unless an invoice complying with section 20 of VAT Act No 89 of 1991 has been submitted to SAA.12.4The successful Bidder shall be responsible for accounting to the appropriate authorities for its Income Tax, VAT or other moneys required to be paid in terms of applicable law.13.0.WARRANTS 13.1The Bidder warrants that it is able to conclude this Agreement to the satisfaction of SAA.13.2Although the Bidder will be entitled to provide products or services to persons other than SAA, the Bidder shall ensure that such business does not impact on the obligations of the Bidder to provide the products or services to SAA.14.0.RETENTION14.1On termination of this agreement, SAA will on demand hand over all documentation, information, software, etc., without the right of retention, to the successful Bidder.14.2No agreement to amend or vary a contract or order or the conditions, stipulations or provisions thereof shall be valid and of any force and effect unless such agreement to amend or vary is entered into in writing and signed by the contracting parties. Any waiver of the requirement that the agreement to amend or vary shall be in writing, shall also be in writing.15.0.SELECTION15.1SAA reserves the right to not evaluate and not consider any Proposal/s that does not comply strictly with this RFP process.15.2Acceptance of any Proposals will only indicate, without any obligations on the part of either SAA and/or a Bidder, the willingness of such parties to enter into negotiations, which may or may not result in a contract/order as the case may be.15.3Before the award of this RFP, SAA reserves the right to enter into a phase of negotiation to ensure the optimum solution in terms of the specified requirement for SAA with Bidder/s in order to establish a mutually acceptable solution. SAA will however not be bound to enter into any contract with any party, should negotiations fail to produce mutually acceptable conditions.15.4Should SAA consider it necessary, the Bidder/s shall agree to an inspection of the resources and works of the Bidder.15.5SAA may request documentary proof of any information supplied by the Bidder/s. Failure to comply with request will lead to disqualification.15.6Should SAA consider it necessary, SAA will visit the Bidders’ customer sites.15.7Any award made under this RFP will be subject to all required regulatory approvals, including, but not limited to, approval of the Board of Directors of SAA, approval of the Minister of Public Enterprises in terms of Section 54(2) of the Public Finance Management Act and approval of the Exchange Control Department of the South African Reserve Bank.15.8SAA reserves the right:15.8.1to cancel this RFP or any part thereof at any time;15.8.2not to accept any Proposals;15.8.3not to furnish any reasons whatsoever for the non-acceptance of any or all Proposals;15.8.4to accept one or more Proposals for further negotiation15.8.5to contact any Bidder/s during the evaluation period, to clarify information only, without informing any other Bidder/s.15.8.6to either appoint one or more Bidder/s.16.0.NEGOTIATIONS16.1SAA has the right to enter into negotiation with a prospective bidder or prospective bidders regarding any terms and conditions, prices, BEE, technical/functionality requirements, etc.16.2SAA shall not be obliged to accept the lowest priced bid, quotation, offer or proposal.17.0.RFP PRESENTATIONSSAA reserves the right to invite bidders for presentations or/and demonstrations before the award of the RFP.18.0.FORMAT OF PROPOSALS18.1Fully comprehensive service documentation shall be supplied in English by each Bidder, which shall explicitly and in detail describe the service/s offered. This documentation shall include sufficient detail to clearly give the reader a precise and unambiguous description of the service/s offered. Incomplete or incomprehensible service documentation will result in rejection of the offer.The following documentation forms part of the Proposal and must be duly completed & returned in the Bidders response to this RFP.18.1.1Invitation to make ProposalBidders must complete and submit the Information Schedule.18.1.2Completed Critical Criteria form with supporting documents18.1.3Pricing Schedule18.1.4Latest Audited Financial Statements18.1.5SARS Tax Clearance Certificate(s) & BBBEE Certificate (s)SARS Tax Clearance Certificate(s):An original SARS Tax Clearance Certificate must accompany the proposal. In case of a consortium/ joint venture, or where sub-contractors are utilised, an original SARS Tax Clearance Certificate for each consortium/ joint venture member and/or sub-contractor (individual) must be submitted. 18.1.6BBBEE Certificate(s):All companies are required to be audited yearly by specifically certified BBBEE Verification Agency. The BBBEE is measured by using seven pillars, each with relative weighting.Bidders must submit a BBBEE verification certificate from the Rating Agency. Bidders who do not have the certificates must submit a letter from auditors or accountants indicating the annual turnover of the bidder. For a Consortium or Joint VentureBidder must submit the following documents:Consortium or Joint Venture AgreementBBBEE Certificate for each entity or for the Consortium or Joint VentureThe percentage split of the Tender amongst each Consortium/Joint Venture member– income and workload must be clearly indicated.For a Sub-contractingThe main contractor cannot sub-contract more than 25% of the value of the Tender.Bidder must submit a letter indicating the following information:Name of the sub-contractorThe percentage split of the tender– income and workload must be clearly indicated (the rand value of the sub-contracted work).Provide the BBBEE certificate18.1.7Part 7:Declaration of InterestBidders must complete and submit the Declaration of Interest Form.18.1.8Part 8:Vendor Information FormBidders must complete & submit the Vendor Information Form and source documents. Banking details will only be required from the successful bidder.SCOPE OF WORK REQUIRED FROM BIDDERlefttopEVALUATION CRITERIA FOR RFP: GSM081/15ADMINISTRATIVE & REGULATORY REQUIREMENTSBidders must submit the following documents to ensure compliance to all administrative and regulatory requirements. Please indicate on the checklist if the requirement has been attached with the bid proposal.No.Administrative / Regulatory RequirementCheck for compliance1WORKMEN’S COMPENSATION FUNDHave you submitted in this tender a valid copy of the Letter of Good Standing with the Compensation Commissioner as prescribed by section 89 of the Occupational Injuries and Disease Act, 1993?2HEALTH AND SAFETY FILE as required by the Occupational Health & Safety Act, 1993Do you confirm possession of an up to date Health and Safety File and will provide it on request of SAA.3TAX CLEARANCE REQUIREMENTS The taxes of the successful bidder must be in order, or that satisfactory arrangements have been made with the Receiver of Revenue to meet his/her tax obligations. The bidder must submit an original and valid Tax Clearance Certificate.In bids where Consortia/Joint Ventures/Sub-contractors are involved, each party must submit an original and valid Tax Clearance Certificate separately.4BBBEE CERTIFICATE(S) Bidders must submit a valid BBBEE verification certificate from a Verification Agency accredited by the South African Accreditation System (SANAS) or a Registered Auditor approved by the Independent Regulatory Board (IRBA) or an Accounting Officer as contemplated in the Close Corporation Act (CCA). Failure to submit a valid BBBEE certificate will be interpreted to mean that preference points for BBBEE status level of contribution is not claimed.5LATEST AUDITED FINANCIAL STATEMENTSPlease submit your most recent set of annual financial statements (AFS) that are audited and signed by the directors not older than six months. If your auditable financial statements are older than 6 months, please submit your latest 6 months management accounts (Income Statement, Balance sheet and cash flow) signed by the directors.6RESTRICTED SUPPLIERSThe bidder must confirm that he/she or any of the company directors are not listed on the National Treasurer’s database as a company or persons prohibited from doing business with the public sector and are also not listed on the Register for Tender Defaulters in terms of Section 29 of the Prevention and Combating of Corrupt Activities Act, 2004 (Act 12 of 2004). Bidders or company directors that appear on any of the 2 lists will be disqualified.7BIDDER’S ACCEPTANCE OF SAA CONTRACT TERMS AND CONDITIONS Bidders must review Annexure A, which is SAA’s contractual terms and conditions plus the Service Level Agreement (SLA) and for each clause indicate acceptance or indicate the need for further negotiation. Compliance to this requirement means that the bidder must accept at least 80% of the clauses in the terms and conditions of SAA’s contract in Annexure A. Complete and submit the contract checklist, in Annexure A, with the other returnable bid documents. EVALUATION CRITERIAAll RFP submissions will be evaluated against a set of pre-determined critical criteria and additional functionality evaluation criteriaLOT A:AIR CHEFSPHASE 1 - MANDATORY CRITICAL CRITERIA The table below is required to be completed with proof of insurance, valid at the tender closing date*, and submitted with your bid documents in order to comply with the evaluation of the critical criteria. Failure to comply or no supporting documentation supplied will lead to disqualification. The bidder has to complete the critical criteria checklist for each area for which he/she is capable of performing the required services. Please note that Air Chefs does not have a dedicated workshop area and larger repairs needs to be completed at the bidder’s premises, which must be within a reasonable distance from Air Chefs’ premises.NO.CRITICAL CRITERIA:AIR CHEFS AREAAGREEDISAGREEACSA AIRSIDE LIABILITY INSURANCE COVER – R100m per event(Cover is required when entering ORTIA’s airside to repair broken-down vehicles)Have you submitted proof of third party liability insurance cover of R100million per event or a letter of intent from an aviation insurance company that you will be covered if your bid is successful?R 10 MILLION THIRD PARTY LIABILITY INSURANCE COVER – To cover 5 trucks off-site @ R 2 mill each(To allow bidder to take Air Chefs’ vehicles to its own premises for larger repairs.)Have you submitted proof of third party liability insurance cover of R 10 million per event or a letter of intent from an insurance company that you will be covered if your bid is successful?COMPULSORY BRIEFING & SITE VISIT A compulsory briefing and site visit will be arranged in the second week after the tender was published. The briefing session will answer all questions submitted by bidders. The site visit will be directly afterwards. The workshop and available equipment will be inspected. Bidders need to register and provide identity documents before they can enter the restricted area. An attendance register will be kept to confirm attendance. Did you attend the compulsory briefing session and site visit?RESTRICTED SUPPLIERSThe bidder must confirm that he/she or any of the company directors are not listed on the National Treasurer’s database as a company or persons prohibited from doing business with the public sector and are also not listed on the Register for Tender Defaulters in terms of Section 29 of the Prevention and Combating of Corrupt Activities Act, 2004 (Act 12 of 2004). Bidders or company directors that appear on any of the 2 lists will be disqualified.ACSA AND SAA PERMIT REQUIREMENTSThe bidder must confirm that they will comply with all ACSA and SAA entry requirements for both employees and any vehicles to be operated on the airside. These include, amongst others, attendance of the Induction course and obtaining Airside Vehicle Operator Permits at the bidder’s own cost.SAA SECURITY COMPLIANCEThe bidder must confirm that all company owners and employees are South African citizens or have valid work permits.Bidder to provide certified identity documents and any valid work permits of owner(s) and personnel for police clearance, on request of SAA. Bidder and personnel must comply with all strict vetting requirements.* Means ‘valid at the tender closing date’.Bidders that comply 100% with the Critical Criteria evaluation above will be evaluated on the Functional Evaluation Criteria below.Each Functionality Element has an individual minimum threshold score. To continue to the next evaluation stage, the bidder must attain the overall threshold score for Functionality for each Lot, which is the rounded-off number of points nearest to 80%.PHASE 2 - NON-MANDATORY (WEIGHTED) FUNCTIONALITY REQUIREMENTS:AIR CHEFSAir Chefs does not have a workshop on its premises. Any repairs, which cannot be done by the on-site mechanic teams, would require the bidder to take Air Chef’s vehicles to the bidder’s premises to be repaired. The bidder’s work shop must be within 15 km of Air Chefs’ premises. Air Chefs requires the bidder to provide an on-site team of a mechanic and assistant, on a 3-shift basis, for each 24-hour period, 365 days a year.NO.MEASUREPOINTS ALLOCATEDOWN SCOREMAX. POINTSFUNCTIONALITY: TOOLING & EQUIPMENT CAPABILITY1Do you have an offsite workshop or do you commit to obtain a workshop (inside a 30 day period) within a maximum distance of 15km from Air Chef’s premises?YES; ii) NO8082Can you supply a code 10 / Class C1 licensed truck driver to transfer vehicles between Air Chefs and your workshop site?YES; ii) NO.2023How many vehicle lifts are available in your off-site workshop?1 heavy duty lift;If no lift, 1 heavy duty lift to be acquired within 6 months;No heavy duty lift is available.62064Can you supply EOBD/OBD2 vehicle diagnostic equipment?YES; ii) NO.3035Can you supply Heavy Vehicle wheel change kits?YES; ii) NO.3036Can you supply a portable compressor? YES; ii) NO.2027Can you supply jacks?2x 10 Ton;2x 5 Ton;2x 3 Ton.2x 12x 12x 168Can you supply the following equipment?Welding;Brazing;iii) Heating.32279Can you supply an industrial battery charger and tester kit?YES; ii) NO.20210Can you supply light and heavy duty trestles?4 sets light duty4 sets heavy duty4x 0.54x 16The tooling & equipment capability measure has a threshold of 32 points out of a total of 45 available points.FUNCTIONALITY: KEY PERSONNEL CAPABILITY11The bidder must be able to offer an on-site diesel mechanic service at Air Chefs’ premises.YES (AGREE); ii) NO (DISAGREE).30312The bidder must be able to station a diesel mechanic and assistant team on-site on a 24 hour basis, for 7 days a week, 365 days a year? (For example by means of a triple shift system with the night shift performing routine maintenance)YES (AGREE); ii) NO (DISAGREE).The Bidder is to indicate how they would achieve the required on-site coverage as well as the cost recovery mechanism you will use!60613To meet the requirements in questions 11 and 12, the recommendation is that the following trade test qualified diesel mechanics in your employment needs to be deployed to Air Chefs’ premises? Proof must be submitted.3 diesel mechanics;Allocate 3 bonus points for each mechanic with 3 or more years’ heavy duty and current experience.iii) Allocate 2 bonus points for 2-3 years’ experience;iv) Allocate a bonus point for 1-2 years’ experience;v) Allocate 0.5 point for each trade test qualified mechanic who will be recruited within 6 months of the tender award, to reach the minimum 3 mechanic complement. 3x 33x 33x 23x 13x 0.51814Do you have a minimum of one trade test qualified auto electrician in your employment? Proof must be submitted.YES; ii) NO. Add a bonus point if he/sheHave 3 or more years’ heavy duty experience.Have between 2-3 years’ heavy duty tears experience; v) Have 1-2 years’ experience. 1x 301x 31x 21x 1615Do you have a minimum of one tradesman with training and certification in hydraulics in your employment?YES;NO.Add bonus point(s) if he/sheHave 3 or more years’ heavy duty experience.Have 2-3 years’ heavy duty tears experience;Have 1-2 years’ experience; Do not have certification but has at least 2 years current and continuous hydraulic experience. 6043221016Do you have knowledge of the Hazard Analysis Critical Control Point (HACCP) standard and understand its principles for managing risks associated with food and beverage safety?YES NO202The key personnel capability measure has a threshold of 32 points out of a total of 45 available points.Bidder to provide company profile with c.v.’s of the key personnel detailing all qualifications and relevant experience as well as details on how on-site service will be provided and the cost recovery for this service. Key personnel who obtained non-South African qualifications must submit a SAQA (South African Qualifications Authority) evaluation certificate. For further information refer to . FUNCTIONALITY: CONSIGNMENT STOCK CAPABILITY17Can you arrange consignment stock of small spare parts and consumables and control the store room?YES; NO20218Can you arrange consignment stock to cover a monthly usage of R10?000 orR20?000 orR30?000 orR40?000?2345519To determine the bidder’s financial stability, indicate the amount of cash or dedicated finance available to cover the workshop set-up and running costs for a three month period.R50?000 orR100?000 orR200?000 orR300?000 orR400?000 orR500 0001234566The consignment stock capability measure has a threshold of 10 points out of a total of 13 available points.FUNCTIONALITY: SERVICING OF SPECIALISED EQUIPMENT20Do you have experience in servicing any of the following hi-load catering truck brands: Proof must be submittedNissan;Toyota/Hino;Isuzu;Mercedes.3222921Do you have specialised tools and equipment to service hi-load catering trucks? YES; NO; Can you acquire specialised tools for hydraulic repairs within the next 6 months?301322Indicate the number of years’ of experience servicing each of the 4 brands of hi-load catering trucks as detailed in question 20. Allocate 1 point for each year of experience up to a maximum of 3 points to equal 3 years of experience per hi-load catering truck brand. No experience is allocated 0 points.3x 13x 13x 13x 112The servicing of specialised hi-load catering trucks capability measure has a threshold of 17 points out of a total of 24 available points. NB: The SAA Air Chefs’ required overall threshold score for Functionality is 101 points out of an available 127 points or 79.53%.PRICE ANALYSIS MATRIX – SAA AIR CHEFS AREA The Pricing Score is determined by the hourly unit labour rates, the spares mark-up and the handling charge to outsource specialised repairs. Please note that claiming a retainer would lead to negative scoring where a bidder may have their allocated Price Score reduced by a maximum of 50%. The rates indicated will form part of the Service Level Agreement with the winning bidder.UNIT CHARGES PRICING SCORE OUT OF 90 POINTS: NO.WEIGHTPOINTS PER ELEMENTCOSTING ELEMENTBIDDER’S CHARGE125%4.5MECHANIC LABOUR RATE (List 1 hour charge)SMALL VEHICLES – 5%SMALL:4.5MEDIUM VEHICLES – 5%MEDIUM:13.5HEAVY / SPECIALISED – 15%HEAVY:215%13.5ASSISTANT LABOUR RATE (List 1 hour charge)320%18SPARE PARTS MARK-UP (% of cost price)440%36SPECIFY HANDLING CHARGE TO OUTSOURCE REPAIRS. (% of invoiced amount)RETAINER (-50% of Pricing Score):If the Bidder requests a monthly retainer amount then the amount must be stated in the next column with a detailed cost breakdown of the retainer plus reasons justifying this request. A Bidder who requests a retainer must indicate the amount in the next column. The request for a retainer will lead to a reduction in their Pricing Score by 50% of the scored value. A Bidder who does not request a retainer must indicate that R0.00 is requested and its final score on Pricing will remain unchanged. To proof financial viability, the bidder must also submit a proposal on how costs will be recovered without a retainer being requested.Reduced Pricing Score = 50% x PRICING SCOREPlease note that SAA reserves the right to perform a site visit and inspection of the bidder’s facilities for validation purposes, which may lead to an adjustment of the bidder’s self-assessed score.LOT B: TECHNICAL (General Vehicles) PHASE 1 - MANDATORY CRITICAL CRITERIAThe table below is required to be completed with proof of insurance, valid by the tender closing date*, and submitted with your bid documents in order to comply with the evaluation of the critical criteria. Failure to comply or no supporting documentation supplied will lead to disqualification. The bidder has to complete the critical criteria checklist for each area for which he/she is capable of performing the required services.NO.CRITICAL CRITERIA:TECHNICAL AREA (General Vehicles)AGREEDISAGREEACSA AIRSIDE LIABILITY INSURANCE COVER – R100m per event(Cover is required when entering ORTIA’s airside to repair broken-down vehicles)Have you submitted proof of third party liability insurance cover of R100million per event or a letter of intent from an aviation insurance company that you will be covered if your bid is successful?COMPULSORY BRIEFING & SITE VISIT A compulsory briefing and site visit will be arranged in the second week after the tender is published. The briefing session will answer all questions submitted by bidders. The site visit will be directly afterwards. The workshop and available equipment will be inspected. Bidders need to register and provide identity documents before they can enter the restricted area. An attendance register will be kept to confirm attendance of the compulsory briefing session and site visit.ACSA AND SAA PERMIT REQUIREMENTSThe bidder must confirm that they will comply with all ACSA and SAA entry requirements for both employees and any vehicles to be operated on the airside. These include, amongst others, attendance of the Induction course and obtaining Airside Vehicle Operator Permits at the bidder’s own cost.SAA SECURITY COMPLIANCEThe bidder must confirm that all company owners and employees are South African citizens or have valid work permits.Bidder to provide certified identity documents and any valid work permits of owner(s) and personnel for police clearance, on request by SAA. Bidder and personnel must comply with all strict vetting requirements.* Means ‘valid at the tender closing date’.Bidders that comply 100% with the Critical Criteria evaluation above will be evaluated on the Functional Evaluation Criteria below.Each Functionality Element has an individual minimum threshold score. To continue to the next evaluation stage, the bidder must attain the overall threshold score for Functionality for each Lot, which is the rounded-off number of points nearest to 80%.PHASE 2 - NON-MANDATORY (WEIGHTED) FUNCTIONALITY REQUIREMENTS: TECHNICAL (General Vehicles)SAA Technical has a dedicated workshop area and a very diverse passenger and commercial vehicle fleet, which needs to be serviced and repaired within a short turn-around time in order to achieve a very high vehicle availability rate. Refer to the indicative vehicle and equipment asset register in Annexure B. The asset register is subject to change and must be used as a guideline to determine what input is required to maintain that fleet. The bidder’s key personnel capability to maintain the indicative general vehicles, as listed in Annexure B, will be assessed in questions 12 to 15.NO.MEASUREPOINTS ALLOCATEDOWN SCOREMAX. POINTSFUNCTIONALITY: TOOLING & EQUIPMENT CAPABILITY1How many vehicle lifts are available to be used in the new workshop?2 vehicle lifts;1 vehicle lift;1 lift to be acquired within 6 month;No vehicle lifts available.742072Can you supply EOBD/OBD2 vehicle diagnostic equipment?YES; ii) NO.3033Can you supply Heavy Vehicle wheel change kits?YES; ii) NO.3034Can you supply a portable compressor?YES; ii) NO.2025Can you supply a generator with a minimum power rating of 5kW? YES; ii) NO.2026Can you supply a Mobi-Jack trailer? YES; ii) NO.3037Can you supply jacks?15 Ton;10 Ton;2x 5 Ton;2x 3 Ton;2 Ton.322x 12x 10.59.58Can you supply the following equipment?Welding;Brazing;iii) Heating.32279Can you supply an industrial battery charger and tester kit?YES; NO.20210Can you supply light and heavy duty trestles?4sets light duty4sets heavy duty4x 0.54x 1611Can you supply aHigh pressure washer andIndustrial vacuum cleaner?224The tooling & equipment capability measure has a threshold of 33 points out of a total of 48.5 available points.FUNCTIONALITY: KEY PERSONNEL CAPABILITY(Bidder to use the asset register, Annexure B, as guideline to determine the number and skill-level of personnel required to maintain the general vehicle fleet.)12 Do you have suitably experienced mechanics in your employment? Trade test certified mechanics will gain extra points. Proof of experience and certification must be submitted.Petrol mechanics; (Indicate number + experience + certifications) Diesel mechanics; (Indicate number + experience + certifications)Allocate 1.5 bonus points for each mechanic with 3 or more years’ heavy duty and current experience;Allocate 1.5 bonus points for each trade test qualified mechanic up to the maximum complement of 3 petrol and 3 diesel mechanics. 3x 33x 36x 1.56x 1.53613Do you have a minimum of one suitably experienced auto electrician in your employment? Trade test certified mechanics will gain extra points. Proof of experience and certification must be submitted. Allocate points for a positive answer;Add 1.5 bonus points if he/she has 3 or more years’ heavy duty experience.Allocate 1.5 points if he/she is a trade test qualified auto-electrician. 1x 31x 1.51 x 1.5614Would a workshop manager be employed?YES; NO.20215How many experienced office personnel would be appointed? (Must include parts buying duties).One person; Second person.112The key personnel capability measure has a threshold of 37 points out of a total of 46 available points.Bidder to provide company profile with c.v.’s of the key personnel detailing all qualifications and relevant experience. Key personnel who obtained non-South African qualifications must submit a SAQA (South African Qualifications Authority) evaluation certificate. For further information refer to . FUNCTIONALITY: CONSIGNMENT STOCK CAPABILITY16Can you arrange consignment stock of small spare parts and consumables and control the store room?YES; ii) NO.20217Can you arrange consignment stock to cover a monthly usage of R15?000 orR30?000 orR45?000 orR60?000?2345518To determine the bidder’s financial stability, indicate the amount of cash or dedicated finance available to cover the workshop set-up and running costs for a three month period.R50?000 orR100?000 orR200?000 orR300?000 orR400?000 orR500 0001234566The consignment stock capability measure has a threshold of 10 points out of a total of 13 available points.NB: The SAA Technical (General Vehicles) Lot requires an overall threshold score for Functionality of 86 points out of an available 107.5 points or 80.00%PRICE ANALYSIS MATRIX - TECHNICAL (General Vehicles) The Pricing Score is determined by the hourly unit labour rates, the spares mark-up and the handling charge to outsource specialised repairs. Please note that claiming a retainer would lead to negative scoring where a bidder may have their allocated Price Score reduced by a maximum of 50%. The rates indicated will form part of the Service Level Agreement with the winning bidder.UNIT CHARGES PRICING SCORE OUT OF 90 POINTS: NO.WEIGHTPOINTS PER ELEMENTCOSTING ELEMENTBIDDER’S CHARGE125%4.5MECHANIC LABOUR RATE (List 1 hour charge)SMALL VEHICLES – 5%SMALL:4.5MEDIUM VEHICLES – 5%MEDIUM:13.5HEAVY / SPECIALISED – 15%HEAVY:215%13.5ASSISTANT LABOUR RATE (List 1 hour charge)320%18SPARE PARTS MARK-UP (% of cost price)440%36SPECIFY HANDLING CHARGE TO OUTSOURCE REPAIRS. (% of invoiced amount)RETAINER (-50% of Pricing Score):If the Bidder requests a monthly retainer amount then the amount must be stated in the next column with a detailed cost breakdown of the retainer plus reasons justifying this request. A Bidder who requests a retainer must indicate the amount in the next column. The request for a retainer will lead to a reduction in their Pricing Score by 50% of the scored value. A Bidder who does not request a retainer must indicate that R0.00 is requested and its final score on Pricing will remain unchanged. To proof financial viability, the bidder must also submit a proposal on how costs will be recovered without a retainer being requested.Reduced Pricing Score = 50% x PRICING SCOREPlease note that SAA reserves the right to perform a site visit and inspection of the bidder’s facilities for validation purposes, which may lead to an adjustment of the bidder’s self-assessed score. LOT C:TECHNICAL (Specialised Equipment)PHASE 1 - MANDATORY CRITICAL CRITERIAThe table below is required to be completed with proof of insurance, valid by the tender closing date*, and submitted with your bid documents in order to comply with the evaluation of the critical criteria. Failure to comply or no supporting documentation supplied will lead to disqualification. The bidder has to complete the critical criteria checklist for each area for which he/she is capable of performing the required services. NO.CRITICAL CRITERIA:TECHNICAL AREA (Specialised Equipment)AGREEDISAGREEACSA AIRSIDE LIABILITY INSURANCE COVER – R100m per event(Cover is required when entering ORTIA’s airside to repair broken-down vehicles)Have you submitted proof of third party liability insurance cover of R100million per event or a letter of intent from an aviation insurance company that you will be covered if your bid is successful?COMPULSORY BRIEFING & SITE VISIT A compulsory briefing and site visit will be arranged in the second week after the tender is published. The briefing session will answer all questions submitted by bidders. The site visit will be directly afterwards. The workshop and available equipment will be inspected. Bidders need to register and provide identity documents before they can enter the restricted area. An attendance register will be kept to confirm attendance of the compulsory briefing session and site visit.ACSA AND SAA PERMIT REQUIREMENTSThe bidder must confirm that they will comply with all ACSA and SAA entry requirements for both employees and any vehicles to be operated on the airside. These include, amongst others, attendance of the Induction course and obtaining Airside Vehicle Operator Permits at the bidder’s own cost.SAA SECURITY COMPLIANCEThe bidder must confirm that all company owners and employees are South African citizens or have valid work permits.Bidder to provide certified identity documents and any valid work permits of owner(s) and personnel for police clearance, on request by SAA. Bidder and personnel must comply with all strict vetting requirements.* Means ‘valid at the tender closing date’Bidders that comply 100% with the Critical Criteria evaluation above will be evaluated on the Functional Evaluation Criteria below.Each Functionality Element has an individual minimum threshold score. To continue to the next evaluation stage, the bidder must attain the overall threshold score for Functionality for each Lot, which is the rounded-off number of points nearest to 80%.PHASE 2 - NON-MANDATORY (WEIGHTED) FUNCTIONALITY REQUIREMENTS:TECHNICAL (Specialised Equipment)SAA Technical has a dedicated workshop area and a very diverse vehicle and support equipment fleet, which needs to be serviced and repaired within a short turn-around time to achieve a very high vehicle availability rate.NO.MEASUREPOINTS ALLOCATEDOWN SCOREMAX. POINTSFUNCTIONALITY: SERVICING OF SPECIALISED EQUIPMENT1Do you have OEM training and certification in servicing any of the following aircraft tow tugs brands? Proof must be submitted.TLD models TMX-650 & TMX-450;Scophf;Stewart & Stephenson.33392If you cannot repair aircraft tow tugs, can you commit to contact a tow tug OEM to receive training and certification at own cost and to acquire it within the next 6 months? (NB. The Bidder is liable for the servicing of the equipment and must make alternative arrangements to service the tow tugs during this transition period.)YES; NO2023Rate your available specialised tools and equipment level which would enable you to service and maintain aircraft tow tugs.75% - 99%; 50% - 74%;25% - 50%;< 25%421044Indicate the number of years’ of experience servicing each of the 3 brands of tow tugs as detailed in question 18. Allocate a 0.5 point for each year of experience up to a maximum of 1.5 points to equal 3 years of experience per aircraft tow tug brand.No experience is allocated 0 points.3x 0.53x 0.53x 0.54.55Do you have OEM training in servicing any of the following specialised lifting equipment types? Proof must be submitted.Self-propelled scissor lift platforms;Cherry picker e.g. 25m Mercedes Atego 2007;Man Lift (Hot Line unit).33396Rate your available specialised tools and equipment level which would enable you to service and maintain specialised lifting equipment?75% - 99%; 50% - 74%;25% - 50%;< 25%321037Indicate the number of years’ of experience servicing each of the 3 types of lifting equipment as detailed in question 22. Allocate a 0.5 point for each year of experience up to a maximum of 1.5 points to equal 3 years of experience per specialised lifting equipment type. No experience is allocated 0 points.1x 0.51x 0.51x 0.54.5The servicing of tow tugs and specialised lifting equipment capability measure has a threshold of 29 points out of a total of 36 available points.NB: The SAA Technical (Specialised Equipment) Lot requires an overall threshold score for Functionality of 29 points out of an available 36 points or 80.56%NOTE THAT LOT C: SPECIALISED SUPPORT EQUIPMENT ONLY HAS ONE FUNCTIONAL ELEMENT BASED ON THE ASSUMPTION THAT THE OTHER FUNCTIONAL CAPABILITY ELEMENTS WOULD HAVE BEEN EVALUATED IN AT LEAST ONE OF THE OTHER LOTS, FOR WHICH THE BIDDER HAS TENDERED. PRICE ANALYSIS MATRIX - TECHNICAL (Specialised Equipment) The Pricing Score is determined by the hourly unit labour rates, the spares mark-up and the handling charge to outsource specialised repairs. Please note that claiming a retainer would lead to negative scoring where a bidder may have their allocated Price Score reduced by a maximum of 50%. The rates indicated will form part of the Service Level Agreement with the winning bidder.UNIT CHARGES PRICING SCORE OUT OF 90 POINTS:NO.WEIGHTPOINTS PER ELEMENTCOSTING ELEMENTBIDDER’S CHARGE125%4.5MECHANIC LABOUR RATE (List 1 hour charge)SCISSOR LIFTS – 5%SCISSOR LIFT:4.5CRANES/MAN LIFTS – 5%CRANES:13.5A/C TOW TUG – 15%TOW TUG:215%13.5ASSISTANT LABOUR RATE (List 1 hour charge)320%18SPARE PARTS MARK-UP (% of cost price)440%36SPECIFY HANDLING CHARGE TO OUTSOURCE REPAIRS. (% of invoiced amount)RETAINER (-50% of Pricing Score):If the Bidder requests a monthly retainer amount then the amount must be stated in the next column with a detailed cost breakdown of the retainer plus reasons justifying this request. A Bidder who requests a retainer must indicate the amount in the next column. The request for a retainer will lead to a reduction in their Pricing Score by 50% of the scored value. A Bidder who does not request a retainer must indicate that R0.00 is requested and its final score on Pricing will remain unchanged. To proof financial viability, the bidder must also submit a proposal on how costs will be recovered without a retainer being requested.Reduced Pricing Score = 50% x PRICING SCOREPlease note that SAA reserves the right to perform a site visit and inspection of the bidder’s facilities for validation purposes, which may lead to an adjustment of the bidder’s self-assessed score.LIST OF PERSONS WITH TRAINING AND EXPERIENCE MAINTAINING SPECIALISED EQUIPMENTCapable persons with the requisite experience, training and qualifications to maintain the specialised equipment fleet operated by SAA Technical, refer to Lot C, are requested to complete the below form for possible business opportunities with bidders who lack capability and experience. Shortlisted bidders who are interested in maintaining the specialized equipment will be matched with capable persons to explore employment or partnership opportunities.NAME:ID / PASSPORT NUMBER:SPECIALISED TRAININGMAINTAINENANCE QUALIFICATIONSTYPE OF SPECIALISED EQUIPMENTWORK EXPERIENCENAME:ID / PASSPORT NUMBER:SPECIALISED TRAININGMAINTAINENANCE QUALIFICATIONSTYPE OF SPECIALISED EQUIPMENTWORK EXPERIENCENAME:ID / PASSPORT NUMBER:SPECIALISED TRAININGMAINTAINENANCE QUALIFICATIONSTYPE OF SPECIALISED EQUIPMENTWORK EXPERIENCE PHASE 3 - PREFERENCE POINT SYSTEMAll Bids that comply with the Functionality Requirements will be evaluated further in terms of the applicable Preference Point System as follows: NO.CRITERIAPOINTS1Price902BBBEE10TOTAL 100TRANSFORMATIONAL IMPERATIVESSAA will give preference to bidders who are:51% or more black owned companies. 30% black women owned companiesBlack youth owned companiesCompanies owned by people with disabilities Companies located in Rural Areas Companies Owned by Military VeteransAny bidding company which do not have majority black ownership, have the option to submit their Ownership Transformation Plan and/or their Supplier Development Plan, which may assist SAA to obtain their transformational objectivesAny bidding company which do not have majority black ownership, have the option to form a Joint venture with compliant SMME companies, which may assist SAA to obtain their transformational objectivesFINANCIAL REQUIREMENTS (Not part of Criteria): Tenderers to submit last 2 years audited financial statements. In the case of Close Corporations, tenderer must submit the financials together with the Accounting Officer’s report. Where the period end of the last audited financials is more than 6 (six) months from the Tender date, please submit latest management accounts signed by Accounting Officer/Financial Director. It must include at a minimum, a balance sheet, income statement and cash flow statement. In case of a joint venture, the financials of each venture should be submitted and must also comply with the above mentioned requirements. Subsidiaries must submit their own financials and not the financials of the parent company. In the event that a subsidiary can’t submit their own financials, financials of the holding company may be submitted, together with a letter of full financial support from the holding company to the subsidiary.DECLARATION OF INTERESTAny legal person, including persons employed by the principal, or persons having a kinship with persons employed by the principal, including a blood relationship, may make an offer or offers in terms of this invitation to bid. In view of possible allegations of favouritism, should the resulting bid/proposal, or part thereof, be awarded to persons employed by the principal, 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 principal; and/orthe bidder is a board memberthe 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)/proposal(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/proposal.In order to give effect to the above, the following questionnaire must be completed and submitted with the bid/proposal.2.1.1Are you or any person connected with the bidder, employed by the principal?YES/NO2.1.2If so, state particulars.______________________________________________________________________________________________________________________2.2Do you, or any person connected with the bidder, have any relationship (family, friend, other) with a person employed by the principal and who may be involved with the evaluation and or adjudication of this bid/proposal?YES/NO2.2.1If so, state particulars__________________________________________________________________________________________________________________2.3Are you, or any person connected with the bidder, aware of any relationship (family, friend, other) between the bidder and any person employed by the principal who may be involved with the evaluation and or adjudication of this bid/proposal?YES/NO2.3.1If so, state particulars__________________________________________________________________________________________________________________DECLARATIONI __________________________________________, the undersigned certify that the information furnished in paragraph 2.1 to 2.3.1 above is correct. I accept that the principal may act against me in terms of paragraph 23 of the General Conditions of Contract should this declaration prove to be false.____________________________________________________SignatureDate_______________________________Position_______________________________Name of Bidder_______________________________RFP NumberVENDOR INFORMATION FORMYou are kindly requested to complete this document accurately as the information contained herein is required for the following purposes:To enable SAA to compile a database of registered suppliers;To support SAA in the implementation of a system of preferences as required by the Preferential Procurement Policy Framework Act (No 5 of 2000).Failure to complete the form in full may result in the supplier not being considered for the awarding of any orders or contracts by SAA.KINDLY NOTE THAT THIS DOCUMENT CONSISTS OF SEVEN (7) PAGES – PLEASE COMPLETE ALL PAGES.Name of CompanyPostal AddressPhysical AddressTelephone No.Mobile Telephone No.Fax No.E-mail AddressCompanyRegistration No.Tax ClearanceCertificate *VAT Registration No.**Tax Registration No.*Are you registered in terms of sections 23(1) or 23(3) of the Value-added Tax Act, 1991 (Act No. 89 of 1991)? YES / NO**An original Tax Clearance Certificate must be attached to this form –. Failure to do so can disqualify the bid.For office useDatabase ReferenceMaster List NumberParticipation Capacity (tick one box)Prime contractorSupplierSub-contractorProfessional servicesManufacturerJoint Venture partnerOther, specify ………………………………………………………………………….Type of Firm (tick one box)PartnershipOne person business/sole traderClose corporationCompanyPty Ltd.Other, specify ………………………………………………………………………….3. Principal Business Activities (tick one box)SecurityConstructionCateringConsultingManufacturerRetailer/DistributorOther, specify ………………………………………………………………………….Business Sector (tick one box)AgricultureMining and QuarryingManufacturing Electricity, Gas and WaterRetail and motor trade repair servicesConstructionWholesale trade, commercial agents & allied servicesCommunity, social and personal servicesCommercial Agents and other tradeTransport, storage and communicationFinance and business servicesCommercial Agents and other tradeOther, specify ………………………………………………………………………….Company Classification (tick one box)Contractor who generates more than 75% of turnover as a prime contractorContractor who generates less than 75% of turnover as a prime contractorLabour – only sub-contractor ManufacturerSupplierProfessional service providerOther, specify ………………………………………………………………………….Products or Services to Offer to SAA (fill in)Total number of years the firm has been in business: __________________Total number of employeesFull time: ___________________ Part time: _____________________Street address of all facilities used by the Firm (e.g. Warehouse, storage space, offices, etc.)______________________________________________________________________________________________________________________________________________________________________________________________________________________________ Do you share any facilities? YES/NOIf yes, which facilities are shared? ______________________________________________With whom do you share facilities? (Name of firm/individuals). ______________________________________________________________________________________________________________________________________________________________________________________________________________________________Is the firm registered or does it have a business license(s)?YES/NO (if yes, give details and quote relevant reference numbers and dates)____________________________________________________________________________________________________________________________________________________Detail all trade associations in which you have a membership:________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________Did the firm exist under a previous name? YES / NOIf yes, what was its previous name? ______________________________________Who were the owners/partners/directors?______________________________________________________________________________________________________________________________________________________________________________________________________________________________Identify any owner or management officer who has an interest in another firmNameDuties as employee in other Firm/sName and address of other Firm/sType of business of other Firm/sWhat is the enterprise’s average annual turnover (excl. VAT) during the lesser of the period for which the business has been operating or the previous three financial years?R __________________NB. Please submit your most recent set of annual financial statements (AFS) that are audited and signed by the directors not older than six months. If your auditable financial statements are older than 6 months, please submit your latest 6 months management accounts (Income Statement, Balance sheet and cash flow) signed by the directors.Please complete the following:?FINANCIAL ASSESSMENT CHECKLIST???1Submission of most recent set of annual financial statements (AFS) that are audited and signed by the directors not older than six months.???2Does the AFS have :1. Signed audit report2. Balance sheet3. Income statement4. Cash flow statement???3If annual set of AFS is older than 6 months, most recent set of interim results or management accounts signed by the directors have been submitted.???4Does the Management accounts or interim AFS have:1. Balance sheet2. Income statement3. Cash flow statement???5AFS Language Medium is ENGLISH???6Obtain letter of support for subsidiary company if holdings companies AFS was supplied???7Did we get the following for a Joint Venture or Partnership:1. a copy of each partner AFS2. Joint venture or partnership agreement????Signature_____________________________Capacity______________________________???The financial manager/ external auditor/ CEO/Accounting Officer (whichever is relevant to your type of business) needs to confirm the following: The business/entity is:A Going Concern Yes / NoIn a Sound Financial Condition Yes / NoHave the financial & operational capacity to fulfil the contract requirements Yes / No Signature_____________________________Capacity______________________________Identify by name, HDI status and length of service, those individuals in the firm (including owners and non-owners) responsible for the day-to-day management and business decisionsActivityNameRaceGenderM / FDisabled?Yes / No *Length of Service (Years)FINANCING DECISIONSCheque SigningAcquisition of lines of creditSuretiesMajor Purchase or AcquisitionsSigning ContractsActivityNameRaceGenderM / FDisabled?Yes / No *Length of Service(Years)MANAGEMENT DECISIONSEstimatingMarketing and Sales OperationHiring & Firing of Management PersonnelSupervision of office personnelSupervision of Field/Production Activities List the four largest contracts/assignments completed by your firm in the last three years.Work PerformedFor WhomContact Person and Telephone NumberContract Fee/Amount* Payment transactions:Alternative payee(This field is only to be filled in if payments are not to be made directly to the vendor to whom the payable is owed)* Contact person: (Sales person)NameTelephone numberBank Details:Country(Where bank is located)Name of bankBank key(Branch Number)Bank account(Account Number)Account holder (Only to be filled in if the name of the account holder is not the same as the name of the vendor)Name of account(Type of account)3337560118110Date stamp of bankCertified as correct00Date stamp of bankCertified as correctInitials and Surname (Bank official): _________________________________________________Signature (Bank official): _________________________________________________Telephone Number (Bank Official): _________________________________________________Signature __________________________________ duly authorised to sign on behalf of ___________________________________________(Name of organisation) address ______________________________________________________________________________________________________________________________________________________________________________________________________________________________Telephone No.: __________________________ Date:__________________________389763013017500COMMISSIONER OF OATHS:Signature: _______________________________ Date:_______________________________ STAMPMUST BE DATE STAMPED AND SIGNEDBY A COMMISSIONER OF OATHSTAX CLEARANCE REQUIREMENTSIT IS A CONDITION OF BIDDING THAT:The taxes of the successful bidder must be in order, or that satisfactory arrangements have been made with the Receiver of Revenue to meet his/her tax obligations.1.2The attached form “Application for Tax Clearance Certificate (in respect of bidders)” must be completed in all respects and submitted to the Receiver of Revenue where the bidder is registered for tax purposes. The Receiver of Revenue will then furnish the bidder with a Tax Clearance Certificate that will be valid for a period of one (1) year from date of issue. This Tax Clearance Certificate must be submitted in the original together with the bid. Failure to submit the original and valid Tax Clearance Certificate may invalidate the bid.1.3In bids where Consortia/Joint Ventures/Sub-contractors are involved, each party must submit an original and valid Tax Clearance Certificate separately.1.4 Copies of the Application for Tax Clearance Certificates are available at any Receiver’s office, or on the website .za.Application for Tax Clearance Certificate(IN RESPECT OF BIDDERS)Name of Taxpayer/bidder:Trade name:Identification number:Company/Close corporation registration number:Income tax reference number:VAT registration number (if applicable):PAYE employer’s registration number (if applicable):Signature of contact person requiring Tax Clearance Certificate:Name:Telephone number:CodeNumberAddress:Date: 20………/………/………Please note that the Commissioner for the South African Revenue Service (SARS) will not exercise his discretionary powers in favour of any person with regard to any interest, penalties and / or additional tax leviable due to the late- or underpayment of taxes, duties or levies or the rendition returns by any person as a result of any system not being year 2000 compliant.CERTIFICATE OF INDEPENDENT BID DETERMINATION1This Bidding Document must form part of all bids? invited.2 Section 4 (1) (b) (iii) of the Competition Act No. 89 of 1998, as amended, prohibits an agreement between, or concerted practice by, firms, or a decision by an association of firms, if it is between parties in a horizontal relationship and if it involves collusive bidding (or bid rigging).? Collusive bidding is a per se prohibition meaning that it cannot be justified under any grounds.3Treasury Regulation 16A9 prescribes that accounting officers and accounting authorities must take all reasonable steps to prevent abuse of the supply chain management system and authorizes accounting officers and accounting authorities to:a.disregard the bid of any bidder if that bidder, or any of its directors have abused the institution’s supply chain management system and or committed fraud or any other improper conduct in relation to such system.b.cancel a contract awarded to a supplier of goods and services if the supplier committed any corrupt or fraudulent act during the bidding process or the execution of that contract.This Bidding Document serves as a certificate of declaration that would be used by institutions to ensure that, when bids are considered, reasonable steps are taken to prevent any form of bid-rigging. In order to give effect to the above, the attached Certificate of Bid Determination must be completed and submitted with the bid:? Includes price quotations, advertised competitive bids, limited bids and proposals.? Bid rigging (or collusive bidding) occurs when businesses, that would otherwise be expected to compete, secretly conspire to raise prices or lower the quality of goods and / or services for purchasers who wish to acquire goods and / or services through a bidding process. Bid rigging is, therefore, an agreement between competitors not to compete.CERTIFICATE OF INDEPENDENT BID DETERMINATIONI, the undersigned, in submitting the accompanying bid:__________________________________________________________________________(Bid Number and Description) in response to the invitation for the bid made by:__________________________________________________________________________(Name of Institution)do hereby make the following statements that I certify to be true and complete in every respect:I certify, on behalf of: ______________________________________________________that:(Name of Bidder)I have read and I understand the contents of this CertificateI understand that the accompanying bid will be disqualified if this Certificate is found not to be true and complete in every respectI am authorized by the bidder to sign this Certificate, and to submit the accompanying bid, on behalf of the bidderEach person whose signature appears on the accompanying bid has been authorized by the bidder to determine the terms of, and to sign the bid, on behalf of the bidderFor the purposes of this Certificate and the accompanying bid, I understand that the word “competitor” shall include any individual or organization, other than the bidder, whether or not affiliated with the bidder, who:(a) has been requested to submit a bid in response to this bid invitation(b) could potentially submit a bid in response to this bid invitation, based on their qualifications, abilities or experience; and(c)provides the same goods and services as the bidder and/or is in the same line of business as the bidder.The bidder has arrived at the accompanying bid independently from, and without consultation, communication, agreement or arrangement with any competitor. However communication between partners in a joint venture or consortium? will not be construed as collusive bidding.In particular, without limiting the generality of paragraphs 6 above, there has been no consultation, communication, agreement or arrangement with any competitor regarding:(a)Prices(b) Geographical area where product or service will be rendered (market allocation) (c) Methods, factors or formulas used to calculate prices(d)The intention or decision to submit or not to submit a bid (e)The submission of a bid which does not meet the specifications and conditions of the bid, or(f) Bidding with the intention not to win the bid.In addition, there have been no consultations, communications, agreements or arrangements with any competitor regarding the quality, quantity, specifications and conditions or delivery particulars of the products or services to which this bid invitation relates.The terms of the accompanying bid have not been, and will not be, disclosed by the bidder, directly or indirectly, to any competitor, prior to the date and time of the official bid opening or of the awarding of the contract.? Joint venture or Consortium means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract.I am aware that, in addition and without prejudice to any other remedy provided to combat any restrictive practices related to bids and contracts, bids that are suspicious will be reported to the Competition Commission for investigation and possible imposition of administrative penalties in terms of section 59 of the Competition Act No 89 of 1998 and or may be reported to the National Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting business with the public sector for a period not exceeding ten (10) years in terms of the Prevention and Combating of Corrupt Activities Act No 12 of 2004 or any other applicable legislation.…………………………………………………………………………………SignatureDate……………………………………………….…………………………………Position Name of Bidder ................
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