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RFP REFERENCE: RFP/HCS/LDP/2019/27

LDP CONFERENCE FACILITIES 2019PERISHABLE PRODUCTS EXPORT CONTROL BOARD

(PPECB) OFFICES

Closing Date: 26 April 2019 Closing Time: 11H00

ISSUED BY: PREPARED BY:

PERISHABLE PRODUCTS EXPORT CONTROL BOARD45 Silwerboom AvenuePlattekloofCape Town

Tell No: 021 930 1134

Contact person:

Procurement Officer

PERISHABLE PRODUCTS EXPORT CONTROL BOARD45 Silwerboom AvenuePlattekloofCape Town

Registered Name of Bidder:

Trading Name of Bidder:

Registration No. of Entity:

Contact Person: Position:

Tel. No: E-Mail Address:

Cell No: Fax No:

THE PERISHABLE PRODUCTS EXPORT CONTROL BOARD RFP: RFP/HCS/LDP/2019/27

LDP CONFERENCE FACILITIES 2019 PERISHABLE PRODUCTS EXPORT CONTROL BOARD (PPECB) OFFICES

TABLE OF CONTENTS

NO. DESCRIPTION PAGE NUMBER

1. Invitation to tender 3

2. PPECB background 3

3. Tender information and instructions 3

4. Closing time 4

5. Objective 5

6. Scope of Works 5

7. Duration of Contract 9

8. Tender evaluation specifications and process 9

9. Financial proposal 11

10. Special conditions 11

11. Form of contract 11

12. Further information 12

13. General Terms and Conditions 12

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1. INVITATION TO TENDER

Tenderers are invited to tender for the Leadership Development Programme (LDP) Conference Facilities 2019 for the Perishable Products Export Control Board (PPECB).

Bidders must comply with the instructions and all other requirements of this Invitation to Tender. Non-compliance may lead to a tender being disqualified by the PPECB.

The bid and accompanying documents must be carefully parcelled, sealed and delivered to the Procurement tender box in the reception area of PPECB Head Office by no later than the 26th of April 2019 at 11:00.

2. PPECB BACKGROUND

PPECB is a Schedule 3A Public Entity that is constituted and mandated in terms of the PPEC Act, No 9, of 1983 to perform cold chain services. PPECB also delivers inspection and food safety services as mandated by the Department of Agriculture, Forestry and Fisheries under the APS Act, No.119 of 1990.

PPECB’s executive Authority is the Minister of Agriculture, Forestry and Fisheries who appoints the Board Members. The Board comprises of representatives from the perishable product industries.

PPECB, mandated by the Department of Agriculture, Forestry and Fisheries, has been delivering end-point inspection services on perishable products destined for export since 1991. PPECB employs more than 500 people, who deal with more than 200 products and 500 varieties. There are 50 service types, over 30 offices in 11 production regions, at more than 1,500 locations.

PPECB is responsible for South Africa's cold chain management and ensures that products for export are handled, stored and transported at specific temperatures and optimum conditions.

Please visit PPECB’s website on www.PPECB.com for more info on PPECB.

3. TENDER INFORMATION AND INSTRUCTIONS

The following terms shall have the following meanings:

Invitation to Tender: LDP Conference Facilities 2019Contact Person: The Procurement Officer

PPECB45 Silwerboom AvenuePlattekloof

Public Entity: Perishable Products Export Control Board (PPECB)Tenderer: The person / organisation submitting to a tender bid to the PPECB

under this tender.

The PPECB invites Tenderers to submit a fixed price for providing the services outlined under Scope of Services. Tenders are invited in accordance with the information in this pack.

Tenderers are required to submit detailed proposals to demonstrate its ability to provide the services they will deliver on this contract. A detailed specification of the services required by PPECB is contained herein. The legal obligations of the PPECB and the Tenderer will be contained in the contract entered between PPECB and the successful Tenderer.

The tender shall be submitted on the Forms of Tender incorporated herein. The form shall be signed by each Tenderer and submitted in the manner and by the date and time stated below together with the documents listed duly completed.

All of the following documents (Part 1 to VI) must be submitted as part of the response to this bid request. Failure to do so will invalidate a response.

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Form No Document Description1. SBD 1 Invitation to Bid2. SBD 2 Tax Clearance Certificate Requirements3. SBD 3.3 Pricing Schedule4. SBD 4 Declaration of Interest5. SBD 6.1 Preference Point Claim Form6. SBD 8 Declaration of Bidder’s past SCM Practices 7. SBD 9 Certificate of Independent Bid Determination

Each Tenderer should ensure that it is thoroughly familiar with the Tender Documents and understands the obligations that will apply if the Tender is accepted by the PPECB.

The tender submission and assessment process will be conducted in compliance with the Public Finance Management Act of 1999, Supply Chain Regulation and PPECB’s Procurement Policy. PPECB is committed to support and grow Black Economic Empowerment and Small Medium Enterprises in South Africa, emphasis being placed on procurement from historically disadvantaged South Africans.

Tenderers shall highlight where a conflict of interest exists or may exist between parties under the proposed contract. In the event that a conflict of interest exists between the most advantageous Tenderer and the PPECB, the said Tenderer’s bid will not be accepted. The next most advantageous Tenderer will be awarded the contract.

The award of the tender is subject to receiving approval from the Board Members of the PPECB.

It is the responsibility of each Tenderer to obtain for itself at its own expense any additional information necessary for the preparation of the tender. All information supplied by the PPECB in connection to this invitation to tender shall be treated as confidential. Should Tenderers believe that they require further information, they are invited to contact the Procurement Officer. Any queries relating to the Tender Documents should be sent in writing to the Procurement Officer to arrive no later than five days before the date for submission of the tender. The Procurement Officer may if necessary issue written circulars to Tenderers amending or clarifying the Tender Documents and Tenderers shall comply with these.

All proposals are to be submitted in PDF format on the envelopes to the designated Tender Box. Proposals must consist of two parts, each of which is submitted in a separate PDF package clearly marked:

Envelope 1: Technical Proposal: RFP No. RFP/HCS/LDP/2019/27 (No Pricing in this envelope)

Envelope 2: Pricing Proposal, B-BBEE and other Mandatory Documentation: RFP No. RFP/HCS/LDP/2019/27

A Soft Copy should be submitted on a USB in PDF format sealed in a small envelope.

Proposals submitted by companies must be signed by a person or persons duly authorised thereto. The PPECB will award the contract to qualified bidder(s) whose proposal is determined to be the most advantageous to the PPECB, taking into consideration the technical (functionality) solution, price and B-BBEE.

4. CLOSING TIME

The closing time for submission of Tender Offers is: 11H00 on 26th April 2019.

The PPECB business hours are between 08:15 – 16:45. Where a proposal is not received by the PPECB by the due date and at the correct location, it will be regarded as a late bid. Late proposals will not be considered.

Telephonic, telegraphic, telex, electronic or e-mailed tenders will not be accepted.

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5. OBJECTIVE

The objective of this bid is to appoint the most qualified vendor/s with quality solution at the most competitive cost.

6. SCOPE OF WORKS

Suitably qualified service providers are requested to submit their quotation for work that includes but is not limited to the following:

a) ACCOMMODATION b) CONFERENCING FACILITIES c) SHUTTLE SERVICES

LEADERSHIP DEVELOPMENT PROGRAMME TRAINING INTERVENTION –2019 NQF 4

The service provider is to provide PPECB with secure accommodation and conferencing facilities for the PPECB Leadership Development Programme (LDP) intervention 5 days per month for the following months June - October in Cape Town and Gauteng during 2019

A) CAPE TOWN - CONFERENCE

DATES

LDP 4 Cape TownSession 5 10 – 14 June ClassSession 6 8 – 12 July ClassSession 7 12 – 16 August ClassSession 8 9 – 13 September ClassSession 9 7 – 10 October Class

ACCOMMODATION REQUIREMENTS

The preferred star grading level is Star 1, 2,3 as prescribed in National Treasury Instruction No. 3 of 2016/2017 Cost Containment Measures related to Travel and Subsistence.

Number of nights for accommodation: 5 days per month Accommodation Requirements

o Week Days – Bed, Breakfast and Dinnero Dietary requirements e.g. Halaal, Vegetariano Iron & Ironing Boardo Daily Clean Bed Lineno Health and Safety Kito Safe Parkingo Laundry Facilities

CAPE TOWN - ACCOMMODATION (STUDENTS)

Date No. of Nights Type No. of Delegates

2019 5 Single Rooms 7

TOTAL 5

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CONFERENCING REQUIREMENTS

Conference will be on Monday-Friday from 08:30am – 17:00pm. 1 training/ conference room for 15 people plus facilitator.

o Set up: U- shape style and 2 break away rooms. Air-conditioned and proper lighting Required Training Material:

o Whiteboard, whiteboard markers and duster o Flipchart Stand and Papero Data Projector and Screeno WIFI

Provide drinking water throughout the day. Catering Requirements at the conference facility:

o Morning Tea/coffee/juice with refreshments o Luncho Afternoon Tea/coffee/juice with refreshments (Optional however quote is required)

CONFERENCING (STUDENTS &FACILITATORS)

Date No. of Days No. of Pax on conference days

2019 515 students

1 facilitator

TOTAL 5 16

TRANSPORT REQUIREMENTS:

Shuttle:

Arrival: From Airport to the Venue Departure: To Airport

B) JOHANNESBURG - CONFERENCE

DATES

LDP 4 JohannesburgSession 3 3 – 7June ClassSession 4 12 – 16 August ClassSession 5 9 – 13 September ClassSession 6 7 – 11 October ClassSession 7 11 – 15 November Class

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Number of nights for accommodation: 5 days per month Accommodation Requirements

o Week Days – Bed, Breakfast and Dinnero Dietary requirements e.g. Halaal, Vegetariano Iron & Ironing Boardo Clean Bed Lineno Health and Safety Kito Safe Parkingo Laundry Facilities

JOHANNESBURG - ACCOMMODATION (STUDENTS)



TOTAL 5







CONFERENCING (STUDENTS &FACILITATORS)


2019 515 students

1 facilitator

TOTAL 5 16

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Shuttle:


LEADERSHIP DEVELOPMENT PROGRAMME TRAINING INTERVENTION –2019 NQF 5

The service provider is to provide PPECB with secure accommodation venue and conferencing facilities for the PPECB Leadership Development Programme (LDP) intervention 5 days per month for the following months July - November in Cape Town during 2019.

DATES

LDP 5 Cape TownSession 4 15 – 19 July ClassSession 5 20 – 23 August ClassSession 6 16 – 20 September ClassSession 7 21 – 25 October ClassSession 8 19 – 22 November Class



Number of nights for accommodation: 5 days Accommodation Requirements

o Week Days – Bed, Breakfast and Dinnero Dietary requirements e.g. Halaal, Vegetariano Iron & Ironing Boardo Clean Bed Lineno Health and Safety Kito Safe Parkingo Laundry Facilities

CAPE TOWN - ACCOMMODATION (STUDENTS)



TOTAL 5



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CAPE TOWN - CONFERENCING (STUDENTS &FACILITATORS)


2019 518 students

1 facilitator

TOTAL 5 19


Shuttle:


7. DURATION OF CONTRACT

The contract is expected to run for six (6) months, with the option to renew for another six (6) months. It will, however be subject to a review based on the initial six months performance against the SLA. The successful tenderer should be able to meet the initial June 2019 requirements.

8. TENDER EVALUATION SPECIFICATIONS AND PROCESS

Phase 1: Technical Evaluation

Functionality of the bids will be evaluated according to the predetermined evaluation criteria set out in the Evaluation Criteria below.

During this stage tenderers will be evaluated for functionality in two stages:

The tenderer must obtain a minimum overall score of 100 out of 120 points for functionality to move to the next stage of evaluation; those tenderers who fail to meet the minimum qualifying score will be disqualified from the process.

Tenderers will not rate themselves, but need to ensure that all information is supplied as required The Bid Evaluation Committee (BEC) will evaluate technical and functional requirements and score all

the bids as per the set criteria.

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The evaluation criteria to be scored according to price and site inspection:

Technical Requirements Maximum Points

Reference Page

1. Set up and Décor must be provided by the venue. Conference equipment including data projector and screen, Whiteboard, x4 whiteboard coloured markers and duster, flipchart stand and paper, stationery (notepads & pens),

20

2. Morning tea/coffee/juice with assorted muffins/ croissant with assorted fillings / Fresh fruit skewers, Bottled water (refreshed every session), Lunch 2 course (regular, Halaal, and vegetarian) and soft drink per delegate, Afternoon tea/ coffee/Juice with assorted savoury snacks.

20

3. Free Wi-Fi access to delegates and facilitators 10

4. Secure (access controlled) parking available to delegates 10

5. Accommodation as per specification with Conferencing facility being in the same venue.

20

6. Offer Shuttle Services “to and from the Airport”- Free of charge (10)- @ Cost (5)

10

7. At least x3 Contactable Written Reference Letters- X3 Reference Letters provided (15)- X2 Reference Letters provided (10)- X1 Reference Letter provided (5)

15

8. Payment Terms - 30 Days from Invoice date (x15)- 7 Days from Invoice Date (x5)

15

9. Total Points A tenderer must obtain a minimum of 100 points to qualify for the short-list.To enable the PPECB to evaluate the entity on the above criteria, please ensure that adequate documentation is attached.

120

Tenders will be evaluated for functionality and bidders must meet a minimum functionality threshold of 100. Tenderers scoring less than 100 points will be disqualified.

Phase 3: Pricing and BEE Evaluation

The following preference point systems are applicable to all bids whereby preference points shall be awarded for Price; and B-BBEE Status Level of Contribution.

the 80/20 system for requirements with a Rand value of up to R50 000 000 (all applicable taxes included); and

the 90/10 system for requirements with a Rand value above R50 000 000 (all applicable taxes included).

The value of this bid is estimated not to exceed R50 000 000 and therefore the 80/20 system shall be applicable.

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9. FINANCIAL PROPOSAL

Points awarded for price (80 points)

Item No.

Description of Item Unit Qty Rate Total Price of Item (ZAR)

Scope of Requirements (Section 5)

All prices should be inclusive of VAT. No variation, to the accepted quote, will be allowed unless the service provider has obtained prior written approval from PPECB. Quoted prices to be valid for 90 business days and no variation to the accepted quote will be allowed.

Notes to Pricing:

a) Please note that should you have offered a discounted price(s), PPECB will only consider such price discount(s) in the final evaluation stage if offered on an unconditional basis.

b) Respondents, if awarded the contract, are required to indicate that their prices quoted would be kept firm and fixed for the contract duration.

Points awarded for B-BBEE status level of contribution (20 points)

In terms of Regulations 5 (2) and 6 (2) of the Preferential Procurement Regulations, preference points will be awarded to a tenderer for attaining the B-BBEE status level of contribution in accordance with the table as set out in the Preference Points Claim Form. Tenderers must provide a certified copy of the valid BBBEE certificate.

Note: PPECB reserves the right to appoint a tenderer other than the one that scored the highest points.

10. SPECIAL CONDITIONS

PPECB reserves the right to require of a tenderer, either before a bid is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by the PPECB. PPECB reserves the right to invite tenderers for presentations before the award of the bid.

PPECB may decide to have compulsory presentations made either by all tenderers who have obtained at least 83% of the marks for functionality, or by ranked bidders once the functionality, price and preference marks have been combined. Presentations shall only affect the marks awarded for functionality.

If the date of the presentation meeting is not indicated in the bid document, at least three days’ notice will be given to tenderers required to attend the presentation as well as the details of the venue for the presentation.

PPECB reserves the right to reject any proposal found to be inadequate or non-compliant to the Terms of Reference. The successful tenderer(s) may be required to sign a Service Level Agreement (SLA). The Tenderer may not intend to assign, in whole or in part, any of its obligations to perform in terms of the contract to any third party, unless prior consent is obtained in writing. A tenderer may not intend to cede his right to payment in terms of a contact to a third party without prior written consent.

The tender may be awarded to one or more bidders in part or wholly by the PPECB.

11. FORM OF CONTRACT

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The PPECB and the successful Tenderer will enter into a written contract in respect of the services required by the PPECB as detailed in this Invitation to Tender. The form of contract will be as agreed between the PPECB and the successful Tenderer.

12. FURTHER INFORMATION

For further information a tenderer may contact the Procurement Officer at the address shown below:

Physical Address PPECB45 Silverboom AvenuePlattekloof

Postal Address PPECBThe Procurement OfficerPO Box 15289Panorama7506

Contact number +27 21 9301134Technical Enquiries Pamella Plessie - [email protected] Enquiries Ikanyeng Matloko – [email protected]

13. GENERAL TERMS AND CONDITIONS

a) Confidentiality

Some of the information contained in the Tender Documents may be of a confidential nature and must only be used for purposes of responding to this RFP. This confidentiality clause extends to bidder partners whom you may decide to involve in preparing a response to this RFP.

For purposes of this process, the term “Confidential Information” shall include all technical and business information, including, without limiting the generality of the foregoing, all secret knowledge and information (including any and all financial, commercial, market, technical, functional and scientific information, and information relating to a party’s strategic objectives and planning and its past, present and future research and development), technical, functional and scientific requirements and specifications, data concerning business relationships, demonstrations, processes, machinery, know-how, architectural information, information contained in a party’s software and associated material and documentation, plans, designs and drawings and all material of whatever description, whether subject to or protected by copyright, patent or trademark, registered or un-registered, or otherwise disclosed or communicated before or after the date of this process.

The receiving party shall not, during the period of validity of this process, or at any time thereafter, use or disclose, directly or indirectly, the confidential information of PPECB (even if received before the date of this process) to any person whether in the employment of the receiving party or not, who does not take part in the performance of this process.

The receiving party shall take all such steps as may be reasonably necessary to prevent PPECB’s confidential information coming into the possession of unauthorized third parties. In protecting the receiving party’s confidential information, PPECB shall use the same degree of care, but no less than a reasonable degree of care, to prevent the unauthorized use or disclosure of the confidential information as the receiving party uses to protect its own confidential information.

Any documentation, software or records relating to confidential information of PPECB, which comes into the possession of the receiving party during the period of validity of this process or at any time thereafter or which has so come into its possession before the period of validity of this process:

shall be deemed to form part of the confidential information of PPECB, shall be deemed to be the property of PPECB;

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shall not be copied, reproduced, published or circulated by the receiving party unless and to the extent that such copying is necessary for the performance of this process and all other processes as contemplated in; and shall be surrendered to PPECB on demand, and in any event on the termination of the investigations and negotiations, and the receiving party shall not retain any extracts thereof.

b) News and press releases

Tenderers or their agents shall not make any news releases concerning this RFP or the awarding of the same or any resulting agreement(s) without the consent of, and then only in co-ordination with PPECB.

c) General legal conditions

The laws of the Republic of South Africa shall govern this RFP and any subsequent agreement entered into. Tenderers accept hereby that the courts of the Republic of South Africa shall have jurisdiction.

PPECB shall not be liable for any costs incurred by the Tenderer in the preparation of response to this RFP. The preparation of response will be made without obligation to acquire any of the items included in any Tenderer’s proposal or to select any proposal, or to discuss the reasons why such Tenderer’s or any other proposal was accepted or rejected.

PPECB may request written clarification or further information regarding any aspect of this proposal. The Tenderer must supply the requested information in writing within two (2) business days after the request has been made, otherwise the proposal may be disqualified.

In the case of consortium, joint venture or subcontractors, Tenderers are required to provide copies of signed agreements stipulating the work split and Rand value.

PPECB reserves the right to cancel/reject any proposal and not to award the proposal to the lowest bidder or award parts of the proposal to different bidders, or not to award the proposal at all.

By submitting a proposal in response to this RFP, the Tenderer accepts the evaluation criteria as it stands.

Should the Tenderer withdraw the proposal before the proposal validity period expires, PPECB reserves the right to recover any additional expense incurred by PPECB having to accept any less favourable proposal or the additional expenditure incurred by PPECB in the preparation of a new RFP and by the subsequent acceptance of any less favourable proposal.

Any amendment or change of any nature made to this RFP or the Tender Documents shall only be of force and effect if it is in writing, signed by a PPECB authorized signatory and added to this RFP as an addendum.

PPECB will not be held liable for any expenses incurred by Tenderers, in preparing and submitting the proposal.

In the evaluation of proposal, PPECB reserves the right to conduct independent reference checks.Should the evaluation of the proposals not be completed within the validity period, PPECB has discretion to extend the validity period. Upon receipt of the request to extend the validity period of the bid, the Tenderer must respond within the required timeframes and in writing on whether or not it agrees to hold its original proposal responses valid under the same terms and conditions for a further period.

All Tenderers must make full disclosure of any potential conflict of interests. PPECB will make the final determination as to whether the potential conflict of interest precludes the award of the tender to the Tenderer.

While information in this RFP document has been prepared in good faith, it does not purport to be totally comprehensive, nor to have been independently verified. PPECB does not accept any liability for its adequacy, accuracy or completeness, nor does it make representation or warranties with respect to information contained in it, or upon which the RFP is based.

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Prior to submitting the proposal, Tenderers should satisfy themselves of the accuracy and completeness of all the information submitted. Tenderers should be confident that the pricing submitted is sufficient for the company to meet all its obligations in terms of this RFP document and any contract that may result from this RFP process. Failure to do so may lead to disqualification.

No gifts, inducements or any other consideration should be promised or offered by any Tenderers in this RFP process, either directly or indirectly, to any official in PPECB during the currency of this RFP, and any subsequent due diligence, negotiation or contracting processes that may follow.

Please note that a potential bidder must have a B-BBEE certificate that has been issued by a verification agency accredited by the South African Accreditation System (SANAS) or the bidder must submit an affidavit stating its B-BBEE status level. Exempt Micro Enterprises (EME's) must acquire an affidavit regarding their B-BBEE status level - no verification is required. This is also applicable to Qualifying Small Enterprises (QSE's) with 51% or more black ownership.

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