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Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
APPOINTMENT OF A QUALIFIED CONTRACTOR FOR THE PERIOD CONTRACT TO supply Uniform /PPE to the facilities department in the KZN region Page 1 of 52 Issue Date:[-----------]
REQUEST FOR PROPOSALS (RFP)
FOR THE supply of Uniform /PPE to the facilities
department in the KZN region and for a period of 36 months
BID NUMBER: KZN/CRES/02/2018/005/T
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
APPOINTMENT OF A QUALIFIED CONTRACTOR FOR THE PERIOD CONTRACT TO supply Uniform /PPE to the facilities department in the KZN region Page 2 of 52 Issue Date:[-----------]
This RFP must be used for Acquisition of Goods, Services & Works below R50million.
REQUEST FOR PROPOSAL
for / on behalf of PRASA
Bid Number: KZN/CRES/02/2018/005/T
Bid Scope:
the supply of Uniform /PPE to the facilities department in the KZN
region and for a period of 36 months.
Issue Date: 03 April 2018
[Compulsory Briefing Session for Bidders]
12 April 20118 @ 10:00 AM
Closing Date for Submissions of Bids
07 May 2018 @ 12:00PM
Closing Date for Questions and Answers Session
26 April 2018 @ 16:00 PM
Contact person: Qiniso Makaluza or PS Padayachee
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
APPOINTMENT OF A QUALIFIED CONTRACTOR FOR THE PERIOD CONTRACT TO supply Uniform /PPE to the facilities department in the KZN region Page 3 of 52 Issue Date:[-----------]
Disclaimer
This document is provided solely for the purpose set out in this notice and is not intended to form
any part or basis of any investment decision by Bidders. The recipient should not consider the
document as an investment recommendation by PRASA or any of its advisers. Each person to
whom this document (and other later documents) is made available must make his own independent
assessment of the Project after making such investigation and taking such professional advice as
he/she or it deems necessary. Neither the receipt of this document or any related document by any
person, nor any information contained in the documents or distributed with them or previously or
subsequently communicated to any Bidder or its advisers, is to be taken as constituting the giving of
an investment advice by PRASA or its advisers.
Whilst reasonable care has been taken in preparing this Request for Proposals (“RFP”) and other
documents, they do not purport to be comprehensive or true and correct. Neither PRASA nor any of
its advisers accept any liability or responsibility for the adequacy, accuracy or completeness of any
of the information or opinions stated in any document.
No representation or warranty, express or implied, is or will be given by PRASA, or any of its officers,
employees, servants, agents or advisers with respect to the information or opinions contained in any
document or on which any document is based. Any liability in respect of such representations or
warranties, howsoever arising is hereby expressly disclaimed.
PRASA reserves the right to amend, modify or withdraw this RFP, or to amend the process for the
Project at any time and from to time to time, without prior notice and without liability to compensate
or reimburse any party or person.
PRASA is not obliged to accept any response to the RFP to this document or to appoint a final
bidder. PRASA reserves the right to reject a response to the RFP at any time.
All costs and expenses incurred by Bidders in submitting responses to this RFP for the Project shall
be borne by the Bidders and PRASA shall not be liable for any costs or expenses whatsoever or any
claim for reimbursement of such costs or expenses.
Any requirement set out in this RFP regarding the content of a response to the RFP is stipulated for
the sole benefit of PRASA, and save as expressly stated to the contrary, may be waived at its
discretion at any stage in the procurement process. PRASA reserves the right to adopt any proposal
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
APPOINTMENT OF A QUALIFIED CONTRACTOR FOR THE PERIOD CONTRACT TO supply Uniform /PPE to the facilities department in the KZN region Page 4 of 52 Issue Date:[-----------]
made by any Bidder at any time and to include such proposal in any procurement document which
may or may not be made available to other Bidders.
If any recipient, Bidder or its employees, advisers or agents make or offers to make any gift to any
of the employees of PRASA or consultant to PRASA on the Project either directly or through an
intermediary then such recipient, Bidder will be disqualified forthwith from participating in the Project.
Each recipient of this document agrees to keep confidential any information of a confidential nature
which may be contained in the information provided (the “Confidential Information Provided”). The
Confidential Information Provided may be made available to a Bidder’s, Bidder’s subcontractors,,
employees and professional advisers who are directly involved in the appraisal of such information
(who must be made aware of the obligation of confidentiality) but shall not, either in the whole or in
part, be copied, reproduced, distributed or otherwise made available to any other party in any
circumstances without the prior written consent of PRASA, nor may it be used for any other purpose
than that for which it is intended.
These requirements do not apply to any information which is or becomes publicly available or is
shown to have been made available (otherwise than through a breach of a confidentiality obligation).
Bidders, Key Contractors and their constituent members, agents and advisers, may be required to
sign confidentiality Contracts/undertakings (in such form as PRASA may require from time to time).
All Confidential Information Provided (including all copies thereof) remains the property of PRASA
and must be delivered to PRASA on demand. Further, by receiving this RFP each Bidder and each
of its members agrees to maintain its submission in Bid to this RFP confidential from third parties
other than PRASA and its officials, officers and advisers who are required to review the same for the
purpose of procurement of the Project.
Any Recipient residing outside the Republic of South Africa is urged to familiarise itself with and to
observe any regulatory requirements relevant to the proposed transaction (whether these derive
from a regulatory authority within or outside the Republic of South Africa).
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
APPOINTMENT OF A QUALIFIED CONTRACTOR FOR THE PERIOD CONTRACT TO supply Uniform /PPE to the facilities department in the KZN region Page 5 of 52 Issue Date:[-----------]
CONTENT
Chapter Description Page
1 LIST OF APPENDIXES 6
2 LIST OF ANNEXURES 7
3 ACRONYMS 8
4 INTERPRETATION 9
5 DEFINITIONS 10
6 ISSUANCE OF THE RFP 11
7 INTRODUCTION AND BACKGROUND 12
8 THE SCOPE OF WORK 13
9 PURPOSE OF THE RFP 22
10 RFP TIME TABLE 23
11 CONTRACT DURATION 24
12 BIDDERS REQUIREMENTS 25
13 GENERAL ISSUES 28
14 THE EVALUATION 30
15 INSTRUCTION FOR RESPONDING TO THE RFP 33
16 GENERAL CONDITIONS 37 17 SUBCONTRACTING AS A CONDITION OF BID FOR PROCUREMENT ABOVE R30 MILLION
(Regulation 9)
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
APPOINTMENT OF A QUALIFIED CONTRACTOR FOR THE PERIOD CONTRACT TO supply Uniform /PPE to the facilities department in the KZN region Page 6 of 52 Issue Date:[-----------]
1 LIST OF APPENDIXES
SBD1 INVITATION TO BID PART A SBD1 TERMS AND CONDITIONS FOR BIDDING PART B PART C BID FORM PART D SITE INSPECTION/ BID BRIEFING SESSION PART E STATEMENT OF WORKS SUCCESSFULLY CARRIED OUT BY THE BIDDER PART F SECURITY SCREENING SBD4 DECLARATION OF INTEREST SBD5 THE NATIONAL INDUSTRIAL PARTICIPATION PROGRAMME SBD6.1 PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2017 SBD6.2 DECLARATION CERTIFICATE FOR LOCAL PRODUCTION AND CONTENT FOR DESIGNATED SECTORS SBD8 DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES SBD9 CERTIFICATE OF INDEPENDENT BID DETERMINATION
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
APPOINTMENT OF A QUALIFIED CONTRACTOR FOR THE PERIOD CONTRACT TO supply Uniform /PPE to the facilities department in the KZN region Page 7 of 52 Issue Date:[-----------]
2 LIST OF ANNEXURES
PRASA’S Condition of Bid 1
Subcontracting as a Condition of Bid for Procurement above R30 million (regulation 9)
Bid Bond –Where applicable
Performance Bond- Where applicable
Evaluation Matrix
Specification, etc.
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
APPOINTMENT OF A QUALIFIED CONTRACTOR FOR THE PERIOD CONTRACT TO supply Uniform /PPE to the facilities department in the KZN region Page 8 of 52 Issue Date:[-----------]
3 ACRONYMS
BBBEE Broad Based-Black Economic Empowerment
[CIDB Construction Industries Development Board]
PPPFA Preferential Procurement Policy Framework Act 5 of 2000, as amended from
time to time
PFMA Public Finance Management Act No.1 of 1999, as amended from time to
time
PRASA Passenger Rail Agency of South Africa
RFP Request for Proposals
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
APPOINTMENT OF A QUALIFIED CONTRACTOR FOR THE PERIOD CONTRACT TO supply Uniform /PPE to the facilities department in the KZN region Page 9 of 52 Issue Date:[-----------]
4 INTERPRETATION
In this RFP, unless inconsistent with or otherwise indicated by the context –
4.1 headings have been inserted for convenience only and should not be taken into account in
interpreting the RFP;
4.2 any reference to one gender shall include the other gender;
4.3 words in the singular shall include the plural and vice versa;
4.4 any reference to natural persons shall include legal persons and vice versa;
4.5 words defined in a specific clause have the same meaning in all other clauses of the RFP,
unless the contrary is specifically indicated;
4.6 any reference to the RFP, schedule or appendix, shall be construed as including a
reference to any RFP, schedule or appendix amending or substituting that RFP, schedule
or appendix;
4.7 the schedules, appendices and Briefing Notes issued pursuant to this RFP, form an
indivisible part of the RFP and together with further clarifying and amending information
provided by PRASA, constitute the body of RFP documentation which must be complied
with by Bidders;
4.8 in the event of any inconsistency between this RFP or other earlier information published
with regard to the Project, the information in this RFP shall prevail; and
4.9 this RFP shall be governed by and interpreted in accordance with South African law.
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
APPOINTMENT OF A QUALIFIED CONTRACTOR FOR THE PERIOD CONTRACT TO supply Uniform /PPE to the facilities department in the KZN region Page 10 of 52 Issue Date:[-----------]
5 DEFINITIONS
In this RFP and in any other project documents (as defined below) which so provides, the
following words and expressions shall have the meaning assigned to them below and cognate
expressions shall have a corresponding meaning, unless inconsistent with the context:
5.1 “Accounting Authority” means the Board of Control of PRASA;
5.2 “Contract” means the Contract to be entered between PRASA and the successful Bidder for
the provision of the [goods, services and works] procured in this RFP.
5.3 “Bid” means the Bid to the RFP submitted by Bidders;
5.4 “Bidders Briefing Session” means the compulsory briefing session to be held at the Head
office of PRASA or any other place determined by PRASA in order to brief the Bidders
about this Bid;
5.5 “Black Enterprise” means an enterprise that is at least 51% beneficially owned by Black
People and in which Black People have substantial Management Control. Such beneficial
ownership may be held directly or through other Black Enterprises;
5.6 “Black Equity” means the voting equity held by Black People from time to time;
5.7 “Black People” means African, Coloured and Indian South African citizens, and “Black
Person” means any such citizen ;
5.8 “Black Woman” means African, Coloured and Indian South Africa Female citizen;
5.9 “Briefing Note” means any correspondence to Bidders issued by the PRASA;
5.10 “Business Day” means any day except a Saturday, Sunday or public holiday in South
Africa;
5.11 “Bidders” means individuals, organisations or consortia that have been submitted
responses to the RFP in respect of the Bid;
5.12 “Consortium” means any group of persons or firms jointly submitting a Bid as Bid to this
RFP and “Consortia” means more than one Consortium;
5.13 “Contractor” the successful Bidders who has signed a Contract with PRASA in terms of this
RFP.
5.14 “Closing Date” means the closing date for submission of Bids/proposals by Bidders which is
07 May 2018 @ 12:00PM
5.15 “RFP” means the initial Request for Proposals issued by PRASA for this Bid; and
5.16 “Scope of Work” means the scope of work for this project as detailed in this RFP.
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
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6 ISSUANCE OF THE RFP
PRASA issues this Request for Proposal to Bidders who shall be entitled to submit responses
in accordance with the terms and conditions of this RFP.
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
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7 INTRODUCTION AND BACKGROUND
The Passenger rail agency of South Africa (*PRASA*) has identified the need to
appoint a service Provider (As and When required service and delivery), for the
supply of Uniform /PPE to the facilities department in the KZN region for a period of
36 months.
The main objective for issue of this Bid is:
Facilities staff will be able to safely, comfortably and efficiently perform their daily
tasks while appearing distinguished.
The safety, staff morale, appearance and the identity of all Prasa Cres staff will
most certainly be improved.
Region to appoint minimum of three service providers
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
APPOINTMENT OF A QUALIFIED CONTRACTOR FOR THE PERIOD CONTRACT TO supply Uniform /PPE to the facilities department in the KZN region Page 13 of 52 Issue Date:[-----------]
8 THE SCOPE OF WORK
The scope of work for this Bid is: A Service Provider to provide a service (As and When required service and delivery), for the supply of Uniform /PPE to the facilities department in the KZN region for the period of 36months. Below is the copy of the Project Specification 8.1The following specifications and documents shall, inter alia, form part of this contract and the order of precedence shall be as follows: a) The Project Specification (this specification). b) Sample can be viewed on request c) The Schedule of Quantities 8.2. Two piece overall (Male Jacket) SABS APPROVED ACID RESISTANT & FLAME RETARDANT CONTI JACKET FABRIC: 100% Cotton D59 COLOURS: Navy with PRASA logo on the left chest pocket. SABS approved fabric chemical treated to resist heat and sparks and repel acid splashes, oil and water / All style features and fabric construction are to SABS specification / 50mm reflective flame retardant tape on arms for increased visibility / Elasticised sleeve cuffs / Triple needle stitching for extra strength / Side vents for ease of movement 100% cotton, long sleeve, left chest pocket with pen section and press stud flap, 2 large lower pockets open left and right hand, side slits, concealed quality zip front covered by flap, triple stitched, bar tacks on stress point. 8.3. Two piece overall :( Female jacket) WOMEN’S CONTI JACKET FABRIC: 65/35 Polycotton Twill COLOURS: Navy with PRASA logo on the left chest pocket. Zip fastening on chest pockets for secure storage / Adjustable Velcro tabs on cuffs / Concealed quality zip / Slanted entry front pockets / Slightly longer length for comfort / Side slits for ease of movement Side Slits For Ease Of Movement ,Zip Fastening On Pocket, Adjustable Cuff For Better Fit, Slightly Longer Length, Concealed Pocket, Concealed quality Zip, Shaped Side Seams, Side Slits, Zip Fastening On Pocket, Adjustable Cuff Slightly Longer Length, Concealed Inner Pocket, Large Hip Pockets ,Shaped Side Seams ,Concealed Zip Closure. 8.4 Two piece overall :( Male trouser) SABS APPROVED ACID RESISTANT & FLAME RETARDANT CONTI TROUSERS FABRIC: 100% Cotton D59 COLOURS: Navy SABS approved fabric chemical treated to resist heat and sparks and repel acid splashes, oil and water / All style features and fabric construction are to SABS specification / 50mm reflective flame retardant tape above knees for increased visibility / Elasticised waistband / Triple needle stitching for extra strength / Ruler pocket / Bartacks on stress points Back Slant Pockets, Back
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
APPOINTMENT OF A QUALIFIED CONTRACTOR FOR THE PERIOD CONTRACT TO supply Uniform /PPE to the facilities department in the KZN region Page 14 of 52 Issue Date:[-----------]
Pocket,50mm Reflective Tape, Ruler Pocket, Triple Stitched Seams Trouser – 100% cotton D59, half elasticised waistband, metal shank button, loops for belt, back pockets on both sides, triple stitching on inner leg and back rise, slant deep front pockets on both sides , concealed quality zip, bar tacks on stress points, colour navy blue. 8.5 Two piece overall :( Female trouser) WOMEN’S CONTI TROUSERS COLOURS: Navy Triple needle stitching on inner leg seam / slim slant pockets for a smooth fit around hips / half elasticised waistband for comfort and mobility / Concealed quality zip / Bar tacks on all stress points 8.6 Shirt long :( Male) MEN’S LONG SLEEVE SHIRT FABRIC: 60/40 Cotton/poly COLOUR: blue check with PRASA logo on the left chest pocket. Double back pleats / Button down front / Built in collar stays / Chest pocket / Top stitching on yoke, shoulder and armholes for added strength / Posted side seams /Formal cuff and gauntlet with button closures / Bar tacks on stress points 8.6.1 Shirt short :( Male) MEN’S LONG SLEEVE SHIRT FABRIC: 60/40 Cotton/poly COLOUR: blue check with PRASA logo on the left chest pocket. Double back pleats / Button down front / Built in collar stays / Chest pocket / Top stitching on yoke, shoulder and armholes for added strength / Posted side seams /Formal cuff and gauntlet with button closures / Bar tacks on stress points 8.7. Shirt :( Female) WOMEN’S 3/4 SLEEVE BLOUSE FABRIC: 60/40 Cotton/poly COLOURS: blue Check with PRASA logo on the left chest pocket. Semi fit with slits for comfort / two piece collar / Button down front / Chest pocket / Top stitching on yoke, shoulder and armholes for added strength / 3/4 sleeve with cuff slit / Bar tacks on stress points 8.8 Trousers :( Male) MEN’S CHINOS FABRIC: 65/35 Polycotton Twill COLOUR: Navy Pleated front / 2 deep slant pockets with self-fabric pocket bags / Single back welt pocket / Turn up hems / Double needle posting / YKK or similar brass zip / Bar tacks on stress points.
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
APPOINTMENT OF A QUALIFIED CONTRACTOR FOR THE PERIOD CONTRACT TO supply Uniform /PPE to the facilities department in the KZN region Page 15 of 52 Issue Date:[-----------]
8.9. Trousers :( Female) WOMEN’S CHINOS FABRIC: 65/35 Polycotton Twill COLOURS: Navy YKK or similar brass zip / Flat front chino / 2 deep slant pockets with self fabric pocket bags / Bar tacks on stress points / Given a wash for softer feel / 2 back jet pockets 8.10. Female skirt WOMEN’S SKIRT FABRIC: 100% polyester, mini matte COLOURS: Navy Easy care, non-crease, non-iron fabric / Pleat detail on front and back / quality zip Kick Pleat Blind Hem 8.11 Jersey V neck :( unisex) MEN’S LONG SLEEVE PULLOVER FABRIC: 100% Acrylic COLOURS: Navy, with PRASA logo on the left chest pocket. Acrylic for durability and easy care / Anti-pill finishes ensuring longevity / Spandex in the hem for better fit 8.12. Jersey :( Female) WOMEN’S CARDIGAN FABRIC: 100% Acrylic COLOURS: Navy with PRASA logo on the left chest pocket. Acrylic for durability and easy care / Anti-pill finish to ensure longevity / Spandex in the hem and cuff for better fit .Button Down Front 8.13 Raincoat :( UNISEX) XTRA STRENGTH RAINSUIT FABRIC: Polyester PVC COLOURS: Navy with PRASA logo on the left chest pocket. Zip flap / Clear side panels in hood / Reinforced seams for extra strength / Heat sealed seams for improved water resistance / Concealed elastic storm cuffs / Stow away hood with draw cord / Draw cord in jacket hem / Ankle poppers on trouser hem / Elasticised waistband / quality Zip 8.14 Safety shoe :( All Supervisors) SHOE COLOURS: Black A corporate shoe / Single density PU sole / Heat resistant up to 95oC / Steel toe cap / Energiser top sock for additional comfort / Five pair eyelet lace up / Full grain leather upper / SANS/ISO 20345 / ANTISTATIC
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
APPOINTMENT OF A QUALIFIED CONTRACTOR FOR THE PERIOD CONTRACT TO supply Uniform /PPE to the facilities department in the KZN region Page 16 of 52 Issue Date:[-----------]
8.15 Safety boots (Male) BOOT COLOURS: Black Double density PU/PU sole / Heat resistant up to 95oC / Composite toe cap / Padded bellows tongue for extra comfort / Generous styled upper for increased foot space / Poron-EVA cushioned top sock for additional comfort / Full grain leather upper / Approved by the South African Podiatry Association / Steel or Kevlar penetration resistant midsole available / SANS/ISO 20345 / ANTISTATIC 8.16. Safety boots (Female) BOOT COLOURS: Black A smart women’s safety boot for all-day wear / Double density PU/PU sole / Heat resistant up to 95oC / Steel toe cap / Elastic side gussets for extra comfort / EVA cushioned top sock for additional comfort / Five pair eyelet lace up / Full grain leather upper / Kevlar midsole option available / SANS/ISO 20345 / ANTISTATIC 8.17. ANKLE GUMBOOT COLOURS: Black Recycled black PVC with flex resistance to avoid surface cracking / Ergonomically designed / UV stabilized PVC to maintain colour durability / Virgin PVC, non-slip, hard wearing sole with strong grip / Superior 100% polyester sock lining / Flexible tread pattern to eliminate surface build up / SABS mould / Moulded wool innersole for comfort 8.18. GENERAL PURPOSE GUMBOOT FABRIC: Recycled PVC upper / Virgin PVC sole COLOURS: Black Extra length general purpose gumboot for comfort and flexibility / Recycled black PVC with flex resistance to avoid surface cracking / Ergonomically designed / UV stabilized PVC to maintain colour durability / Virgin PVC, non-slip, hard wearing sole with strong grip / Superior 100% polyester sock lining / Flexible tread pattern to eliminate surface build up / Moulded wool innersole for comfort / SABS mould 8.19 Parka jacket (All) PARKA JACKET FABRIC: 100% PVC Coated Water Resistant COLOURS: Navy with PRASA logo on the left chest pocket. Water resistant polyester with PVC coating / Polar fleece lining with inside pocket / Adjustable inner waist draw cord / Concealed YKK or similar zip with press stud closure / 2 hip pockets with concealed zips / 2 bellowed chest pockets / Stow away hood with draw cord / Ribbed storm cuffs 8.20. Long sleeve Shirt :( BBS/EL&P Supervisor) LONG SLEEVE WORK SHIRT FABRIC: 100% Cotton COLOURS: Navy with PRASA logo on the left chest pocket.
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
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Triple needle posting for extra strength / Back Pleats / Extra length curved hem / two chest pockets with button closure / Pen division / hard stone wash 8.21. Short sleeve Shirt :( BBS/EL&P Supervisors) SHORT SLEEVE WORK SHIRT FABRIC: 100% Cotton COLOURS: Navy with PRASA logo on the left chest pocket. Double back pleats / Button down front / 2 front pockets with Velcro closure / Extra length curved hem / Triple needle stitching on all seams for extra strength / Industrial wash / Bar tacks on stress point 8.22. Denim jeans :( BBS/EL&P Supervisors) SEVEN POCKET DENIM JEANS FABRIC: 100% Cotton Denim COLOURS: Indigo Coin pocket / Rivets / Back yoke with deep concealed openings for extra storage / Leather patch / quality zip closure / hard stone wash 8.23. Golfer :( Male) THE GOLFER FABRIC: 100% Cotton Pique Knit COLOURS: Navy with PRASA logo on the left chest pocket. Rib collar / Side slits with bar tacks / Regular fit for comfort / Top stitching on the arm holes & shoulder seams 8.24. Golfer :( Female) WOMEN’S FITTED GOLFER FABRIC: 100% Cotton Pique Knit COLOURS: Navy with PRASA logo on the left chest pocket. Self-fabric collar / Semi-fitted / Side vents with bar tacks / Functional pocket on left chest 8.25. Hat :( All) HAT FABRIC: 100% Cotton COLOURS: Navy with PRASA logo on the left chest pocket. Hard stone washed / wide brim / Logo embroidery / UV radiation protection from the harsh effects of the sun 8.26. Socks :( All) ANTI-BACTERIAL SOX COLOURS: Navy Treated with a Ruco Bach AGP anti-microbial silver based technology / 95% of bacteria is killed within two hours / Do not lead to irritation of sensitive skin / Harmless to normal skin flora /
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
APPOINTMENT OF A QUALIFIED CONTRACTOR FOR THE PERIOD CONTRACT TO supply Uniform /PPE to the facilities department in the KZN region Page 18 of 52 Issue Date:[-----------]
Environmentally friendly / “Antistatic” fibre refers to the antistatic silver coated cotton stripes knitted into the sox / The “Antistatic” fibre conducts electricity away from the body, through the sock and into the shoe and does not diminish over time 8.27. Caps – Beanie style (All) Material 100% acrylic, with PRASA logo in front, colour navy blue. 8.28. Vest – High visibility: Material - rot proof polyester, colour orange with reflective stripes, sleeveless, pocket on left front for ID card, wording “PRASA KZN” 50mm high on the back. 8.29. Logo: 100mm long by 50mm high.
100 x 50mm
8.30. QUALITY 8.30.1 Correspondence stating that all items supplied are SABS compliant. 8.30.2 A detailed specification must be supplied for all items. 8.30.3 Material samples cut to 100mm² must be supplied with tender document for overalls, shirts, jerseys, parka jacket and rain suits (total of 5). These samples must be clearly labelled indication item description and material composition. 8.30.4 Company needs to ensure correct quality is procured as per Prasa specs. 8.30.5 Manufacture to specify garment wash care instructions. 8.30.6 Must be 100% LOCAL CONTENT.PROOF OF PRODUCTION TO BE SUPPLIED WITH THE BID 8. 31. Garment delivery Bulk delivered to stores Prasa Cres stores. Same size / Box. Outside of box labelled with size and quantity. 8.32. PAYMENT 8.32.1 When the items has been delivered, invoices quoting the Contract number and the relevant Purchase order number must be sent to, Prasa Cres KZN. Invoices must be accompanied by a delivery note together with a list detailing the quantity of items and signed by the consignee. 8.32.2 Payment will be as per Schedule of Quantities. 8.32.3 Prices to be fixed for the whole duration of the contract and must include transport costs.
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
APPOINTMENT OF A QUALIFIED CONTRACTOR FOR THE PERIOD CONTRACT TO supply Uniform /PPE to the facilities department in the KZN region Page 19 of 52 Issue Date:[-----------]
8.33. TO BE SUPPLIED BY PRASA CRES 5.33.1 The sizes of the various items of uniform and PPE 8.34. TO BE SUPPLIED BY THE CONTRACTOR 8.34.1 The Contractor shall supply all Uniform for the completion of the works including transport. 8.34.2 Contractor to supply the items specified within 2 months. 8.34.3 Contractor to supply detailed item specifications with their tender document. 8.34.4 The contractor must together with their document submit certificates of accreditation for the manufacture or supplier of uniform clothing.
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
APPOINTMENT OF A QUALIFIED CONTRACTOR FOR THE PERIOD CONTRACT TO supply Uniform /PPE to the facilities department in the KZN region Page 20 of 52 Issue Date:[-----------]
c) The Schedule of Quantities BOQ
ITEM DESCRIPTION OEM QTY RATE AMOUNT NO R C R C
8.2
Two piece overall (Male Jacket) ea.
110
8.3
Two piece overall :( Female jacket) ea.
91
8.4 Two piece overall :( Male trouser) ea. 110
8.5 Two piece overall :( Female trouser) ea. 91
8.6 Shirt short sleeve:(cleaning supervisor Male) ea. 6
8.6.1 Shirt long sleeve:(cleaning supervisor Male) ea. 6
8.7 Shirt :(cleaning supervisor Female) ea.
16
8.8
Trousers :( cleaning supervisor Male) ea.
6
8.9 Trousers :(cleaning supervisor Female) ea. 8
8.10 Female supervisor cleaning skirt ea. 8
8.11 Jersey V neck :( Male) ea. 125
8.12 Jersey :( Female) ea. 92
8.13 Raincoat :( UNISEX) ea. 223
8.14 Safety shoe :( Supervisors) pair 19
8.15 Safety boots (Male) pair 113
8.16 Safety boots (Female) pair 106
8.17
Ankle gumboot pair
18
8.18 General purpose gumboot pair 90
8.19
Parka jacket (All) ea.
223
8.20 Long sleeve Shirt :( BBS/EL&P Supervisor) ea. 8
8.21 Short sleeve Shirt :( BBS/EL&P Supervisors) ea. 8
8.22 Denim jeans :( BBS/EL&P Supervisors) ea. 8
8.23 Golfer :( Male) ea. 121
8.24 Golfer :( Female) ea. 101
8.25 Hat :( All) ea. 223
8.26 Socks :( All) pair 444
8.27 Caps – Beanie style (All) ea. 223
8.28
Vest – High visibility: ea.
216
SUB TOTAL
VAT 15%
GRAND TOTAL
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
APPOINTMENT OF A QUALIFIED CONTRACTOR FOR THE PERIOD CONTRACT TO supply Uniform /PPE to the facilities department in the KZN region Page 21 of 52 Issue Date:[-----------]
1. YEAR ONE PRICES (FIXED)
Total tender amount per month incl. VAT
2. YEAR TWO ESCALATION
General Price adjustment (CPI %) = …6%
Total tender amount per month incl. VAT
3. YEAR THREE ESCALATION
General Price adjustment (CPI %) = ……6%
Total tender amount per month incl. VAT
TOTAL
YEAR 1
+ YEAR 2
+ YEAR 3
THREE YEARS’ GRAND TOTAL (Transfer this total to the offer page)
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
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9 PURPOSE OF THE RFP
This RFP has been prepared for the following purposes:-
9.1 To set out the rules of participation in the Bid process referred to in this RFP.
9.2 To disseminate information on the Project contemplated in this RFP.
9.3 To give guidance to Bidders on the preparation of their RFP Bids.
9.4 To gather information from Bidders that is verifiable and can be evaluated for the purposes of
appointing a successful Bidder.
9.5 To enable PRASA to select a successful Bidder that is:
a) technically and financially qualified and meet the empowerment criteria described in this
RFP;
b) has sufficient experience in similar work,
c) has commitment and resources to provide the services required in this Bid; and
d) carry all the obligations of the Contract.
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
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10 RFP TIME TABLE
RFP Process MILESTONE DATES
Compulsory Briefing Session for Bidders at the PRASA, 65 Masabalala Yengwa Avenue, Durban Station, Durban
12 April 2018 @ 10:00AM
Closing Date for Questions and Answers 26 April 2018 @ 16:00PM
Closing Date for Submission of final Proposal 07 May 2018 @ 12:00PM
Evaluation of Proposals
( Bidders note that PRASA can call for Presentations of bidders offers in between the evaluation dates )
TBA
Appointment of the successful Bidder TBA
Contract Negotiations TBA
Signing of Contract TBA
Contract Commencement TBA
PRASA may at its sole discretion amend any of the milestone dates indicated in the table above.
Bidders will be informed of any amendments to the timeline through the issue of Briefing Notes.
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
APPOINTMENT OF A QUALIFIED CONTRACTOR FOR THE PERIOD CONTRACT TO supply Uniform /PPE to the facilities department in the KZN region Page 24 of 52 Issue Date:[-----------]
11 CONTRACT DURATION
The contract shall be for a period of [36months].
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
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12 BIDDERS REQUIREMENTS
12.1 COMPLIANCE REQUIREMENTS
The evaluation should be done in three stages as follows: Stage 1: Pre-qualification Criteria for Procurement
Below prequalification criteria shall be used in selected tenders:
o Tenderers shall have a minimum B-BBEE status of 2 (This means only level 1 or level 2
can submit a bid).
o Tenderer shall be EME
If a tenderer is not an EME, The tenderer shall subcontract 50% of this service to EMEs which
are 51% owned by either of the following:
Blacks; Black Youth; Black Women; Black people with disabilities; Black people living in rural or underdeveloped areas or townships; Cooperatives owned by Black people; Black Military Veterans Proof of agreement or intent to subcontract 50% of this service shall be submitted with the bid.
The following definitions are the list of definitions of the above stated groups
1) Co-operative
1) an autonomous association of persons united voluntarily to meet their common economic and social needs and aspirations through a jointly owned and democratically controlled enterprise organised and operated on co-operative principles
2) Military Veteran 1) A South African citizen who rendered military service to any of the military
organisations, statutory and non-statutory, which were involved on all sides of South Africa’s Liberation War from 1960 to 1994; served in the Union Defence Force before 1961; or became a member of the new South African Defence Force after 1994
3) Proof of B-BBEE status 1) The B-BBEE certificate issued by an approved body or person; 2) A sworn affidavit as prescribed by the B-BBEE Codes of Good Practice; or 3) Any other requirement prescribed in terms of the B-BBEE Act
4) QSE 1) Qualifying Small Business Enterprise in terms of the Codes of Good
Practice 5) Rural area
1) A sparsely populated area in which people farm or depend on natural resources, including villages and small towns that are dispersed through the area; or
2) An area including a large settlement which depends on migratory labour and remittances and government social grants for survival, and may have a traditional land tenure system
6) Township
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
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1) Urban living area that any time from the late 19th century until 27 April 1994,
was reserved for black people, including areas developed for historically disadvantaged individuals post 27 April 1994
7) Youth 1) Persons between the age of 14 and 35
Stage 2: Compliance Requirements
a) SANAS Approved Test Station certificate;
b) SABS ISO 9001 Approval certificate;
c) Valid Tax Clearance Certificate (must be valid on closing date of submission of the
proposal);
d) Valid BBBEE Certificate from a SANAS accredited rating agency;
e) Completed and signed Bid Forms of PRASA with all the annexures thereto;
f) Certificate for Attendance of Compulsory Briefing Session;
g) Company Registration Documents;
h) Letter of Good Standing (i.e. COID);
i) Contents of Register of Directors as issued by CIPC
j) Joint Venture or Consortium Agreement (whichever is applicable);
k) Proof of UIF registration;
l) Proof of Bank Account (i.e. cancelled cheque or letter issued by the bank);
m) Copies of Directors’ ID documents; and
n) CSD/Treasury Registration
Stage 3: Pricing and BBBEE Pricing Evaluation:
A maximum of 80 points is allocated for price. The evaluation for price will be done based on the
following formula:
𝑃𝑠 = 80[1 −Pt−Pmin
Pmin]
Where:
Ps = Points scored for price of tender under consideration
Pt = Rand value of tender under consideration
Pmin = Rand value of lowest acceptable tender
B-BBEE Evaluation:
A maximum of 20 points is allocated for B-BBEE. The allocation of points for B-BBEE is as follows:
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
APPOINTMENT OF A QUALIFIED CONTRACTOR FOR THE PERIOD CONTRACT TO supply Uniform /PPE to the facilities department in the KZN region Page 27 of 52 Issue Date:[-----------]
B-BBEE Status Level of
Contributor
Number of points (80/20 system) below R50 Million
1 20
2 18
3 14
4 12
5 8
6 6
7 4
8 2
Non-Compliant Contributor 0
Evaluation criteria Weighting
Stage 1:Pre-qualification criteria
Stage 2: Compliance Requirements
Stage 3: Pricing and B-BBEE
BBBEE 20
Price 80
TOTAL 100
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
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13 GENERAL ISSUES
13.1 LEGAL COMPLIANCE
Bidders must ensure that they comply with all the requirements of the RFP and if Bidders fail to
submit any of the required documents, such Bids shall, at the sole discretion of PRASA, be
disqualified the Bidder. PRASA reserves the right to call a Bidder to provide additional documents
which PRASA may require from a Bidder which have not been submitted to PRASA.
13.2 PRICING
Bidders must ensure the following:
a) offer price is firm and clearly indicate the basis thereof;
b) pricing Bills Of Quantities is properly completed;
c) indicate the cost breakdown;
d) price offered must be inclusive of VAT;
e) indicate the Price Escalation basis and formula; and
f) Bid is valid as prescribed in Part C Bid Form Bid
13.3 PERFORMANCE AND BID BONDS WHERE APPLICABLE
a) The Preferred Bidder shall where applicable provide PRASA with a performance bond
which shall be 10% of the value of the entire Project price offered by the Preferred Bidder
and it shall be issued within 30 days of receipt of notice of appointment as Preferred Bidder.
The Performance Bond shall be valid for the Contract period. The format of the
Performance Bond is attached as annexure 2.
b) [Bidders are required to submit their Bid with a Bid Bond. The Bid Bond shall due and payable
if a Bidder decides not to continue with the RFP process after submission of its Bid. The
format of the Bid Bond is attached as annexure 1].(Where applicable)
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
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13.4 [OWNERSHIP OF DESIGN
The plans and design developed and to be provided by PRASA shall at all times remain the
property of PRASA.]
13.5 VALIDITY PERIOD
This RFP shall be valid for 180 days calculated from Bid closing date.
13.6 B-BBEE REQUIREMENTS
A Bidder must submit proof of its B-BBEE status level contributor, a Bidder failing to submit proof of
B-BBEE status level of contributor or is a non-compliant contributor to B-BBEE may not be
disqualified and will score 0 points out of 20 for B-BBEE.
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
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14 THE EVALUATION
14.1 GENERAL
The evaluation of Bids will be based on the information contained in Bids received in Bid to the RFP
and RFP, which may be further supplemented by presentations and clarification information
provided. All Bids shall be equally evaluated by various committees involved in the evaluation
process in accordance with stated Evaluation Criteria. Procurement integrity and fairness,
transparency, competitiveness and full accountability will at all times be paramount.
14.2 EVALUATION AND SCORING METHODOLOGY
The evaluation of the Bids by the evaluation committees will be conducted at various levels.
The following levels will be applied in the evaluation:
LEVEL
DESCRIPTION
Verify completeness The Bid is checked for completeness and whether all required
documentation, certificates; verify completeness warranties and other
Bid requirements and formalities have been complied with. Incomplete
Bids will be disqualified.
Verify compliance The Bids are checked to verify that the essential RFP requirements
have been met. Non-compliant Bids will be disqualified.
Detailed Evaluation
of Technical
Detailed analysis of Bids to determine whether the Bidder is capable of
delivering the Project in terms of business and technical requirements.
The minimum threshold for technical evaluation is [0%], any bidder
who fails to meet the minimum requirement will be disqualified and
not proceed with the evaluation of Price and BBBEE.
BBBEE Evaluate BBBEE Evaluation
Price Evaluation Bidders will be evaluated on price offered.
Scoring Scoring of Bids using the Evaluation Criteria.
Recommendation Report formulation and recommendation of Preferred and Reserved
Bidders
Best and Final Offer PRASA may go into the Best and Final Offer process in the instance
where no bid meets the requirements of the RFP and/or the Bids are to
close in terms of points awarded.
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
APPOINTMENT OF A QUALIFIED CONTRACTOR FOR THE PERIOD CONTRACT TO supply Uniform /PPE to the facilities department in the KZN region Page 31 of 52 Issue Date:[-----------]
Approval Approval and notification of the final Bidder.
14.3 FAIRNESS AND TRANSPARENCY
PRASA views fairness and transparency during the RFP Process as an absolute on which PRASA
will not compromise. PRASA will ensure that all members of evaluation committees declare any
conflicting or undue interest in the process and provide confidentiality undertakings to PRASA.
The evaluation process will be tightly monitored and controlled by PRASA to assure integrity and
transparency throughout, with all processes and decisions taken being approved and auditable.
14.4 EVALUATION AND EVALUATION CRITERIA
The evaluation of Bids to determine whether the Bidder is capable of delivering the Project in terms
of its business credentials, financial standing, empowerment and technical capacity and
experience, will be evaluated according to the following Evaluation Criteria:
Evaluation criteria Weighting
Prequalification criteria for procurement compliance
Compliance requirement compliance
BBBEE 20
Price 80
TOTAL 100
Detailed Breakdown of the Evaluation Criteria
Technical Evaluation:
Bidders must ensure and they comply with stages of evaluation.
Pricing Evaluation: The evaluation for the Price component which is 80% of the Evaluation Criteria.
BEE Evaluation: The BBBEE component of evaluation is weighted at 20% of the evaluation criteria.
Bidders will be awarded the following points based on the level of their BBBEE as per their BBBEE
Certificate issued by an agency approved by SANAS:
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
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14.5 BEST AND FINAL OFFER
PRASA reserves the right to embark on the Best and Final Offer (BAFO) Process where:
a) None of the proposals meet the RFP requirements;
b) None of the responses to RFP are affordable and demonstrate value for money; and
c) There is no clear preferred Response to this RFP.
Upon the decision by PRASA to embark on a BAFO process it shall notify the response to RFP.
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
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15 INSTRUCTION FOR RESPONDING TO THE RFP
15.1 SUBMISSION OF RFP RESPONSES TO THE RFP
Responses to RFP must be submitted to PRASA
At or before 12:00 p.m. South African time.
on the 07 May 2018
at the following address:
65 Masabalala Yengwa Avenue, Durban Station, Durban starting
Extension of the above closing date and time will only be granted where PRASA deems such
extension to be appropriate in its sole discretion and PRASA is able to timeously inform all
Responses to RFP of such amended closing date.
No Responses to RFP received by facsimile, telegram, telex, e-mail or other similar format will be
accepted as a validly submitted Response to RFP.
15.2 LATE SUBMISSION
A Response to RFP shall be late if it is received by PRASA at any time after the closing date and
time indicated in paragraph above.
A late submission shall be clearly marked as late and shall not be accepted for consideration
by PRASA.
15.3 RESPONSES TO THE RFP FORMAT
a) All responses to the RFP must be submitted in two sealed envelopes/boxes; the first
envelop/box shall have the technical, compliance and BBBEE response and the second
envelop/box shall only have the financial response. Bidders must ensure that they do not
indicate any financial information in the first envelop/box. PRASA may disqualify Bidders who
fail to adhere to this requirement.
b) Bidders are required to package their response/Bid as follows:
Volume 1 part A: Bid Forms, Compliance Response and B-BBEE Response
Volume 2: Part B Financial Proposal and Bid Form
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
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Volume 2 Has to be submitted in a separate sealed envelope. Bidders must make their
pricing offer in envelop 2, no pricing and pricing related information should be included in
the Volume 1 envelop 1.
c) Bidders must submit 1 original response clearly marked in the Bidders name.
d) Bidders must ensure that their response to the RFP is in accordance with the structure of this
document.
e) Where Bidders are required to sign forms they are required to do so using a black ink pen.
f) Any documents forming part of the original responses to RFP but which are not original in
nature, must be certified as a true copy by a Commissioner of Oaths.
g) Each response to RFP must be in English and submitted in A4 format, except other graphic
illustrations, which may not exceed A3 format, unless the contrary is specifically allowed for
in this RFP. Responses to RFP must be neatly and functionally bound, preferably according
to their different sections.
h) The original responses to RFP must be signed by a person duly authorized by each
consortium member and Subcontractor to sign on their behalf, which authorization must form
part of the responses to RFP as proof of authorization. By signing the responses to RFP the
signatory warrants that all information supplied by it in its responses to RFP is true and correct
and that the responses to RFP and each party whom the responses to RFP signatory
represents, considers themselves subject to and bound by the terms and conditions of this
RFP.
i) The responses to RFP formulation must be clear and concise and follow a clear methodology
which responses to RFP must explain upfront in a concise Executive Summary and follow
throughout the responses to RFP.
j) Responses to RFP must provide sufficient information and detail in order to enable PRASA
to evaluate the responses to RFP, but should not provide unnecessary detail which does not
add value and detracts from the ability of PRASA to effectively evaluate and understand the
responses to RFP. The use of numbered headings, bullet points, sections, appendices and
schedules are encouraged.
k) Information submitted as part of a responses to RFP must as far as possible, be ordered
according to the order of the required information requested by PRASA. All pages must be
consecutively numbered.
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
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l) Responses to RFP must ensure that each requirement contained in the RFP is succinctly
addressed. Responses to RFP should as far as possible use the terms and definitions applied
in this RFP and should clearly indicate its interpretation of any differing terminology applied.
15.4 CONTACT DETAILS
Responses to RFP must provide the name and contact details of its Authorised Representative in
its covering letter to the Responses to RFP. The Authorised Representative shall be the primary
contact person used by PRASA for correspondence and communication during the RFP Process.
The following contact details of the Authorised Representative must be provided:
a) Name
b) Designation
c) Telephone number
d) Mobile number
e) Facsimile number
f) E-mail address
g) Physical address
h) Postal address
PRASA accepts no liability for any failure by the Responses to RFP to receive information or
communication from PRASA where the contact details of the Authorised Representative are
incorrect or have changed. Any changes to the Authorised Representative’s contact details or any
substitution of the Authorised Representative must immediately be conveyed to PRASA in terms of
the Communication Structure.
15.5 OPENING OF RESPONSES TO THE RFP
All submitted Responses to RFPs shall be kept in safe custody by PRASA until the closing time for
submission. All responses to RFPs shall be treated as confidential. The original copy of the
responses to RFP shall be archived for record purposes.
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
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15.6 COMMUNICATION STRUCTURE
During the RFP Process bidders must strictly adhere to the Communication Structure. All requests
for clarifications, queries, questions or comments as well as all requests for communication or
interaction with PRASA must be directed in writing to Qiniso Makaluza at the following email address
on or before 26 April 2018 per email on [email protected]
15.7 BRIEFING NOTES
PRASA may issue Briefing Notes from time to time during the RFP Process to disseminate further
instructions, clarifications, programme changes and information updates to responses to RFP.
Briefing Notes will be sequentially numbered to facilitate easy referencing and will form part of the
RFP body of documentation. Any future reference to ‘ RFP’ shall be a reference to all RFP
documentation as amended, varied or updated by any Briefing Notes, and responses to RFP must
ensure that their responses to RFPs are prepared taking into account all such Briefing Notes.
Briefing Notes will be issued to all Bidders to RFP utilizing the contact details provided at receipt of
the responses to the RFP documentation, and after submission, to the authorised representative.
Bidders are requested to promptly confirm receipt of Briefing Notes ..
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
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16 GENERAL CONDITIONS
16.1 ALTERNATIVE BIDS
Bidders may submit alternative Bid only if a main Bid, strictly in accordance with all the
requirements of the RFP is also submitted. The alternative Bid is submitted with the main Bid
together with a schedule that compares the requirements of the RFP with the alternative
requirements the Bidders proposes.
Bidders must note that in submitting an alternative Bid they accept that PRASA may accept or
reject the alternative Bid and shall be evaluated in accordance with the criteria stipulated in this
RFP.
16.2 PRASA’S BID FORMS
Bidders must sign and complete the PRASA’S Bids Forms and attach all the required documents.
Failure by Bidders to adhere to this requirement may lead to their disqualification.
16.3 PRECEDENT
In case of any conflict with this RFP and Bidders response, this RFP and its briefing notes shall
take precedent.
16.4 RESPONSE TO RFP-CONFIDENTIALITY
Response to RFPs must clearly indicate whether any information conveyed to or requested from
PRASA is confidential or should be treated confidentially by PRASA. In the absence of any such
clear indication in writing from a response to RFP, PRASA shall deem the response to RFP to have
waived any right to confidentiality and treat such information as public in nature.
Where a Bidder at any stage during the RFP Process indicates to PRASA that information or any
response to RFP requested from PRASA is or should be treated confidentially, PRASA shall treat
such information or response to RFP confidentially, unless PRASA believes that to ensure the
transparency and competitiveness of the RFP Process the content of the information or response to
RFP should be conveyed to all Bidders, in which event it shall apply the following process:
PRASA shall confirm with the Bidder whether the raising of confidentiality applies to the entire
response to the RFP or only specific elements or sections of the response;
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
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Where confidentiality is maintained by the Bidder and PRASA is of the opinion that the
information or response to RFP if made publicly available would affect the commercial
interests of the Bidder or is commercially sensitive information, PRASA shall not release such
information to other Bidders if providing such information or response to the RFP would
prejudice the competitiveness and transparency of the RFP Process;
Where PRASA is of the opinion that information provided is not commercially sensitive or
would have no impact on the commercial interests of the relevant Bidder if released and
fairness and transparency requires that such information be released to all Bidders, PRASA
may:
i. inform the relevant Bidder of the necessity to release such information and/or response
to RFP and request the Bidder to consent to the release thereof by PRASA; or
ii. obtain legal advice regarding the confidentiality of the relevant information and/or
response to RFP and the legal ability of PRASA to release such information; or
iii. refrain from releasing the information and/or response to RFP, in which event PRASA
shall not take account of the contents of such information in the evaluation of the
relevant response to RFP.
The above procedures regarding confidentiality shall not apply to any information which is already
public knowledge or available in the public domain or in the hands of PRASA or is required to be
disclosed by any legal or regulatory requirements or order of any competent court, tribunal or forum.
16.5 RESPONSE TO THE RFP – RFP DISQUALIFICATION
Responses to RFP which do not comply with the RFP requirements, formalities, terms and conditions
may be disqualified by PRASA from further participation in the RFP Process.
In particular (but without prejudice to the generality of the foregoing) PRASA may disqualify, at its
sole discretion and without prejudice to any other remedy it may have, a Bidder where the Bidder,
or any of its consortium members, subcontractors or advisors have committed any act of
misrepresentation, bad faith or dishonest conduct in any of its dealings with or information provided
to PRASA.
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
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16.6 CORRUPTION, GIFTS AND PAYMENTS
Neither the Bidders to RFPs, its equity members, the sub-contractors, consortium members nor any
of their agents, lenders or advisors shall directly or indirectly offer or give to any person in the
employment of PRASA or any other Government official or any of the Advisory Team any gift or
consideration of any kind as an inducement or reward for appointing a particular Bidder, or for
showing or omitting to show favour or disfavour to any of the Bidders, its equity members or the sub-
contractors in relation to the Project.
In the event that any of the prohibited practices contemplated under the above paragraph is
committed, PRASA shall be entitled to terminate any Response to RFP’s status and to prohibit such
Response to RFP, its equity members, its SPV members, its Sub Contractors and their agents,
lenders and advisors from participating in any further part of the procurement of the Project.
16.7 INSURANCE
Unless specifically provided for in this RFP or draft contracts, Bidders will be required to submit with
their Bid for services professional indemnity insurance and to an extent (if any) of insurance provided
by PRASA may not be for the full cover required in terms of the relevant category listed in this RFP,
the Bidder is advised to seek qualified advice regarding insurance.
16.8 NO CONTACT POLICY
Bidders may only contact Qiniso Makaluza of PRASA as per the terms of the Communication
Structure established by this RFP, except in the case of pre-existing commercial relationships, in
which case contact may be maintained only with respect thereto and, in making such contact, no
party may make reference to the Project or this RFP.
16.9 BID FORMS AND SBD FORMS
To ensure the transparency and fairness of the RFP Process, each Bidder member and
subcontractor must complete and sign the Bid Forms and SBD Forms and submit such signed forms
with its Response to RFP. Failure to do so may result in the invalidation of the Response to RFP.
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16.10 CONFLICT OF INTEREST
No Bidder member, subcontractor or advisor of the response to RFP may be a member of or in any
other way participate or be involved, either directly or indirectly in more than one response to RFP
or response to RFP during any stage of the Project procurement process, but excluding specialist
suppliers of systems and equipment, non-core service providers or financial or commercial
institutions whose role is limited purely to lending money or advancing credit to the response to RFP.
Bidders are to sign the declaration of interest form.
In order to prevent the conflict or potential conflict of interest between Lenders and Bidders to RFP,
no advisors or consultant to any response to RFP, consortium member or subcontractor may fulfil
the role of arranger, underwriter and/or lead bank to the response to RFP. PRASA may disqualify
the response to RFP from further participation in the event of a failure to comply with this provision.
PRASA views the potential conflict of interest so great as to warrant the reduction of competition for
advisory services.
16.11 COLLUSION AND CORRUPTION
Any Bidder shall, without prejudice to any other remedy available to PRASA, be disqualified, where
the response to RFP –
communicates to a person other than persons nominated by PRASA a material part of its
response to RFP; or
enters into any Contract or arrangement with any other person or entity that it shall refrain
from submitting a response to RFP to this RFP or as to any material part of its Response to
RFP to this RFP (refer the prohibition contained in Section 4(1)(b)(iii) of the Competition Act
89 of 1998). . The Bidders represents that the Bidder has not, directly or indirectly, entered
into any agreement, arrangement or understanding or any such like for the purpose of, with
the intention to, enter into collusive Biding or with reasonable appreciation that , collusive any
agreement, arrangement or understanding or any such like may result in or have the effect
of collusive Biding. The Bidder undertakes that in the process of the Bid but prior to PRASA
awarding the Bid to a preferred bidder become involved in or be aware of or do or caused to
be done any agreement, arrangement or understanding or any such like for the purpose of
or which may result in or have the effect of a collusive Bid, the Bidder will notify PRASA of
such any agreement, arrangement or understanding or any such like.; or
offers or agrees to pay or give any sum of money, inducement or valuable consideration
directly or indirectly to any person for doing or having done, or causing, or having caused to
be done any act or omission in relation to the RFP Process or any proposed response to
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RFP (provided nothing contained in this paragraph shall prevent a response to RFP from
paying any market-related commission or bonus to its employees or contractors within the
agreed terms of their employment or contract).
16.12 CONSORTIUM CHANGES
If exceptional circumstances should arise in which a after the submission to the bid and after closing
date of submission of bids, there is change in the composition of the Bidder, either through
substitution or omission of any member of the Bidder:
The Response to RFP must notify PRASA in writing of the proposed changes supported by
complete details of the material reasons for the changes, the parties impacted by the changes
and the impact on the response to RFP.
PRASA shall evaluate the reasons advanced by the Bidder for the requested changes to the
Bidder structure and where PRASA is not satisfied that the reasons advanced are reasonable
or material, refuse to accept the change and disqualify the response to RFP, or notify the
Bidder in writing of its non-acceptance of the changes and require the Bidder to propose a
suitable alternative to PRASA within 10 (TEN) days of its receipt of the decision of PRASA,
upon receipt of which PRASA shall -
i. Evaluate the alternative proposed for suitability to PRASA, and where the alternative is
accepted by PRASA, inform the Bidder in writing of such acceptance and PRASA shall
reassess the response to RFP against the RFP requirements and criteria; or
ii. Where the alternative is not accepted by PRASA, inform the Bidder in writing of such
non-acceptance as well as its disqualification from the RFP Process.
iii. Where PRASA is satisfied that the changes requested under (i) above are reasonable
and material, the response to RFP, shall be allowed to effect the required changes and
PRASA shall reassess the response to RFP against the RFP requirements and criteria.
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
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16.13 COSTS OF RESPONSE TO THE RFP SUBMISSION
All costs and expenses associated with or incurred by Response to RFPs in relation to any stage of
the Project, shall be borne by the Bidder. PRASA shall not be liable for any such costs or expenses
or any claim for reimbursement of such costs or expenses.
To avoid doubt, PRASA shall not be liable for any samples submitted by Response to RFPs in
support of their Responses to RFP and reserves the right not to return to them such samples and to
dispose of them at its discretion.
16.14 RESPONSE TO THE RFP WARRANTY
Response to RFPs must provide a warranty as part of their Responses to RFP that their Responses
to RFP are true and correct in all respects, that it does not contain a misrepresentation of any kind
and that the taxes of all members of the Bidder company, consortium members and or
subcontractors are in order and none of the members are undergoing corruption or any criminal-
related investigations or have any past convictions for fraud or corruption.
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
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ANNEXURE
17 SUBCONTRACTING AS A CONDITION OF BID FOR PROCUREMENT ABOVE R30
MILLION (Regulation 9)
17.1. “The regulation states that if feasible to contract above R 30 million, an organ of state must apply subcontracting to advance designated groups”. 17.2. The term “feasible” is used in recognition of the fact that it may not always be possible to subcontract in all Bids due to the nature of some Bids. (For instance it may not be possible to sub-contract one piece of machinery that is above R 30 million) 17.3. Institutions must therefore identify procurement opportunities for designated groups where compulsory sub-contracting must be applied to all contracts/ projects above R30 million. 17.4. The responsibility to determine whether it is feasible or not rests with the institution preparing the Bid. Institutions must ensure participation of EMEs and QSEs in contracts or projects and not just dismiss this provision on the basis that it is not feasible without providing facts and objective analysis to substantiate their decision. 17.5. Notwithstanding the minimum 30% compulsory sub-contracting provision, institutions may identify procurement opportunities for participation of designated groups in contracts or projects below R30 million. 17.6. Bids must be advertised with a condition that Bidders who fail to comply with this requirement would be disqualified. 17.7. Institutions must conduct market or industry research to identify level of transformation in the sector or commodity, role players and their B-BBEE status level and availability of EMEs or QSEs who may be eligible for subcontracting. 17.8. The Central Supplier Database (CSD) has been upgraded to allow bidders/ contractors/ suppliers access to CSD for identification of potential sub-contractors from the pool of EMEs or QSEs to advance designated groups. 17.9. In the case of construction and built environment sectors, nothing prevents bidders/contractors/suppliers to select sub-contractors from the CIDB database who are registered on the CSD for the purpose of compliance with the minimum 30% compulsory sub-contracting provisions.
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
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17.10. Bidders or contractors must submit proof of subcontracting arrangement between the main Bidder and the subcontractor. Proof of subcontracting arrangement may include a subcontracting agreement between main Bidder and the subcontractor. 17.11. The responsibility for inclusion of compulsory subcontracting clause in the Bid rests with the institution. 17.12. The responsibility to sub-contract with competent and capable subcontractors rests with the main contractor/ supplier. 17.13. The contract will be concluded between the main contractor and the institution, therefore, the main contractor and not the sub-contractor would be held liable for performance in terms of its contractual obligations. 17.14. Main contractors/ suppliers are discouraged from subcontracting with their subsidiary companies as this may be interpreted as subcontracting with themselves and / or using their subsidiaries for fronting. Where primary contractor subcontracts with a subsidiary this must be declared in Bid documents. 17.15. Bids that do not meet subcontracting requirements are considered as being not acceptable Bids and must be disqualified and may not be considered for further evaluation or award. 17.16. The report containing the list of potential subcontractors may be drawn by accessing the following link: www.csd.gov.za 17.17. The Central Supplier Database (CSD) was enhanced to enable Institutions to search for suppliers based on the criteria as per Preferential Procurement Regulations, 2017. The following steps can be followed: 17.17.1.1. Step 1: Complete the basic search elements. The Institution’s CSD user will be required to complete basic search elements like supplier, commodity and B-BBEE status level. Once the institution’s CSD user clicks on the Search button, the matching records for the search input provided will be displayed. The multiple matching records resulting from the search will enable the additional filters and Preferential Procurement Regulations, 2017 filters options to further refine the search. 17.17.1.2. Step 2: Refine the search using additional filters. The additional filters will enable the Institution’s CSD user to refine commodities and locations, if required. Once commodities and/or locations are selected from the filter results, the institution’s CSD user may click on the “Apply” button. Results will be refined based on the additional criteria that were applied.
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
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17.17.1.3. Step 3: Refine the search using Preferential Procurement Regulations 2017 filters. The filters will enable the institution’s CSD user to refine the search for potential suppliers based on:
a) B-BBEE status level of contributor; or
b) Enterprise type (Exempted Micro Enterprise (EME) and/or Qualifying Small Enterprise (QSE)); and/or
c) Designated groups which are at least 51% owned by: (i) black people
(ii) black people who are youth
(iii) black people who are women
(iv) black people with disabilities
(v) black people who are military veterans
(vi) black people that formed a cooperative (primary, secondary or tertiary cooperative)
(vii) black people living in rural areas or underdeveloped area or townships.
(viii) EME or QSE 17.18. The Institution must make available the list of suppliers registered on the CSD to provide the required goods or services in respect of the applicable designated groups mentioned in the relevant Bid from which the Bidder must select a supplier. 17.19. Practitioners are encouraged to frequently visit the CSD website to familiarize themselves with developments on the steps mentioned in paragraph 14.17.1.1 to 14.17.1.3. as more information on developments around this provision will be shared through the CSD. 17.20. Where no Bidder meets sub-contracting criteria, institutions must cancel the Bid and investigate reasons for Bidders failing to meet compulsory sub-contracting. 17.21. In the event of uncertainty with regard to information provided by the Bidder and the CSD is unable to verify such information at that stage, the institution may request necessary proof to substantiate the information provided.
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
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CONDITION OF BID
General
Bidder's obligations
The BidderBidderBidder shall comply with the following obligations
when submitting a Bid and shall: Eligibility 1 Submit a Bid only if the Bidder complies with the criteria stated in the
Scope of work/ specification. Cost of Biding 2 Accept that PRASA will not compensate the BidderBidder for any costs
incurred in the preparation and submission of a Bid.
Actions 1 PRASA's Representative and each Bidder submitting a Bid shall act as
stated in these Conditions of Bid and in a manner which is fair, equitable, transparent, competitive and cost-effective.
Interpretation 2 Terms shown in italics vary for each Bid. The details of each term for
this Bid are identified in the Request for Proposals / Scope of work/ specification. Terms shown in capital initials are defined terms in the appropriate conditions of contract.
3 Any additional or amended requirements in the Scope of work/
specification, and additional requirements given in the Schedules in the Bid returnables are deemed to be part of these Conditions of Bid.
4 The Conditions of Bid and the Scope of work/ specification shall form
part of any contract arising from this invitation to Bid. Communication 5 Each communication between PRASA and a Bidder shall be to or from
PRASA 's Representative only, and in a form that can be read, copied and recorded. Communication shall be in the English language. PRASA takes no responsibility for non-receipt of communications from or by a Bidder.
PRASA's rights to accept or reject any Bid
6 PRASA may accept or reject any variation, deviation, Bid, or alternative Bid, and may cancel the Bid process and reject all Bids at any time prior to the formation of a contract. PRASA or PRASA's Representative will not accept or incur any liability to a Bidder for such cancellation and rejection, but will give reasons for the action. PRASA reserves the right to accept the whole of any part of any Bid.
7 After the cancellation of the Bid process or the rejection of all Bids
PRASA may abandon the proposed work and services, have it performed in any other manner, or re-issue a similar invitation to Bid at any time.
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
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Check documents 3 Check the Bid documents on receipt, including pages within them, and notify PRASA's Representative of any discrepancy or omissions in writing.
Copyright of documents
4 Use and copy the documents provided by PRASA only for the purpose of preparing and submitting a Bid in response to this invitation.
Standardised specifications and other publications
5 Obtain, as necessary for submitting a Bid, copies of the latest revision of standardised specifications and other publications, which are not attached but which are incorporated into the Bid documents by reference.
Acknowledge receipt
6 Preferably complete the Receipt of invitation to submit a Bid form attached to the Letter of Invitation and return it within five days of receipt of the invitation.
7 Acknowledge receipt of Addenda / Bid Briefing Notes to the Bid
documents, which PRASA's Representative may issue, and if necessary apply for an extension to the deadline for Bid submission, in order to take the Addenda into account.
Site visit and / or clarification meeting
8 Attend a site visit and/or clarification meeting at which Bidders may familiarise themselves with the proposed work, services or supply, location, etc. and raise questions, if provided for in the Scope of work/ specification. Details of the meeting are stated in the Scope of work/ specification.
Seek clarification 9 Request clarification of the Bid documents, if necessary, by notifying
PRASA's Representative earlier than the closing time for clarification of queries.
Insurance 10 Be informed of the risk that needs to be covered by insurance policy.
The Bidder is advised to seek qualified advice regarding insurance. Pricing the Bid 11 Include in the rates, prices, and the Bided total of the prices (if any) all
duties, taxes (except VAT), and other levies payable by the successful Bidder. Such duties, taxes and levies are those applicable 14 days prior to the deadline for Bid submission.
12 Show Value Added Tax (VAT) payable by PRASA separately as an
addition to the Bided total of the prices. 13 Provide rates and prices that are fixed for the duration of the contract
and not subject to adjustment except as provided for in the conditions of contract.
14 State the rates and Prices in South African Rand unless instructed
otherwise as an additional condition in the Scope of work/ specification. The selected conditions of contract may provide for part payment in other currencies.
Alterations to documents
15 Not make any alterations or additions to the Bid documents, except to comply with instructions issued by PRASA's Representative or if
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necessary to correct errors made by the Bidder. All such alterations shall be initialled by all signatories to the Bid. Corrections may not be made using correction fluid, correction tape or the like.
Alternative Bids 16 Submit alternative Bids only if a main Bid, strictly in accordance with all
the requirements of the Bid documents is also submitted. The alternative Bid is submitted with the main Bid together with a schedule that compares the requirements of the Bid documents with the alternative requirements the Bidder proposes.
17 Accept that an alternative Bid may be based only on the criteria stated
in the Scope of work/ specification and as acceptable to PRASA. Submitting a Bid 18 Submit a Bid for providing the whole of the works, services or supply
identified in the Contract Data unless stated otherwise as an additional condition in the Scope of work/ specification.
NOTE: 19 Return the completed and signed PRASA Bid Forms and SBD
Forms provided with the Bid. Failure to submit all the required documentation may lead to disqualification
20 Submit the Bid as an original plus 2 copies and an electronic
version stated in the RFP and provide an English translation for documentation submitted in a language other than English. Bids may not be written in pencil but must be completed in ink.
21 Sign and initial the original and all copies of the Bid where indicated.
PRASA will hold the signatory duly authorised and liable on behalf of the Bidder.
22 Seal the original and each copy of the Bid as separate packages
marking the packages as "ORIGINAL" and "COPY". Each package shall state on the outside PRASA's address and invitation to Bid number stated in the Scope of work/ specification, as well as the Bidder's name and contact address. Where the Bid is based on a two envelop system Bidders must further indicate in the package where the document is envelop 1 or 2.
23 Seal original and copies together in an outer package that states on the
outside only PRASA's address and invitation to Bid number as stated in the Scope of work/ specification. The outer package must be marked “CONFIDENTIAL”
24 Accept that PRASA will not assume any responsibility for the
misplacement or premature opening of the Bid if the outer package is not sealed and marked as stated.
Note:
PRASA prefers not to receive Bids by post, and takes no responsibility for delays in the postal system or in transit within or between PRASA offices.
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
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PRASA prefers not to receive Bids by fax, PRASA takes no responsibility for difficulties in transmission caused by line or equipment faults.
Where Bids are sent via courier, PRASA takes no responsibility for Bids delivered to any other site than the Bid office.
PRASA employees are not permitted to deposit a Bid into the PRASA Bid box on behalf of a Bidder, except those lodged by post or courier.
Closing time 25 Ensure that PRASA has received the Bid at the address and in the Bid
box, or fax specified in the Scope of work/ specification no later than the deadline for Bid submission. Proof of posting will not be taken by PRASA as proof of delivery. PRASA will not accept a Bid submitted telephonically, by Fax, E-mail or by telegraph unless stated otherwise in the Scope of work/ specification.
26 Accept that, if PRASA extends the deadline for Bid submission for any
reason, the requirements of these Conditions of Bid apply equally to the extended deadline.
Bid validity 27 Hold the Bid(s) valid for acceptance by PRASA at any time within the
validity period after the deadline for Bid submission.
28 Extend the validity period for a specified additional period if PRASA
requests the Bidder to extend it. A Bidder agreeing to the request will not be required or permitted to modify a Bid, except to the extent PRASA may allow for the effects of inflation over the additional period.
Clarification of Bid after submission
29 Provide clarification of a Bid in response to a request to do so from PRASA's Representative during the evaluation of Bids. This may include providing a breakdown of rates or Prices. No change in the total of the Prices or substance of the Bid is sought, offered, or permitted except as required by PRASA's Representative to confirm the correction of arithmetical errors discovered in the evaluation of Bids. The total of the Prices stated by the Bidder as corrected by PRASA's Representative with the concurrence of the Bidder, shall be binding upon the Bidder
Submit bonds, policies etc.
30 If instructed by PRASA's Representative (before the formation of a contract), submit for PRASA's acceptance, the bonds, guarantees, policies and certificates of insurance required to be provided by the successful Bidder in terms of the conditions of contract.
31 Undertake to check the final draft of the contract provided by PRASA's
Representative, and sign the Form of Agreement all within the time required.
32 Where an agent on behalf of a principal submits a Bid, an authenticated
copy of the authority to act as an agent must be submitted with the Bid.
Request for Proposals FOR the supply of Uniform /PPE to the facilities department in the KZN region and for a period of 36 months Tender Number: KZN/CRES/02/2018/005/T
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Fulfil BEE requirements
33 Comply with PRASA’s requirements regarding BBEE Suppliers.
PRASA's undertakings
PRASA, and PRASA's Representative, shall: Respond to clarification
1 Respond to a request for clarification received earlier than the closing time for clarification of queries. The response is notified to all Bidders.
Issue Addenda 2 If necessary, issue to each Bidder from time to time during the period
from the date of the Letter of Invitation until the closing time for clarification of queries, Addenda that may amend, amplify, or add to the Bid documents. If a Bidder applies for an extension to the deadline for Bid submission, in order to take Addenda into account in preparing a Bid, PRASA may grant such an extension and PRASA's Representative shall notify the extension to all Bidders.
Return late Bids 3 Return Bids received after the deadline for Bid submission unopened
to the Bidder submitting a late Bid. Bids will be deemed late if they are not in the designated Bid box at the date and time stipulated as the deadline for Bid submission.
Non-disclosure 4 Not disclose to Bidders, or to any other person not officially concerned
with such processes, information relating to the evaluation and comparison of Bids and recommendations for the award of a contract.
Grounds for rejection
5 Consider rejecting a Bid if there is any effort by a Bidder to influence the processing of Bids or contract award.
Disqualification 6 Instantly disqualify a Bidder (and his Bid) if it is established that the
Bidder offered an inducement to any person with a view to influencing the placing of a contract arising from this invitation to Bid.
Test for responsiveness
7 Determine before detailed evaluation, whether each Bid properly received
meets the requirements of these Conditions of Bid,
has been properly signed, and
is responsive to the requirements of the Bid documents. 8 Judge a responsive Bid as one which conforms to all the terms,
conditions, and specifications of the Bid documents without material deviation or qualification. A material deviation or qualification is one which, in PRASA 's opinion would
detrimentally affect the scope, quality, or performance of the works, services or supply identified in the Contract Data,
change PRASA's or the Bidder's risks and responsibilities under the contract, or
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affect the competitive position of other Bidders presenting responsive Bids, if it were to be rectified.
Non-responsive Bids
10 Reject a non-responsive Bid, and not allow it to be subsequently made responsive by correction or withdrawal of the non-conforming deviation or reservation.
Arithmetical errors 11 Check responsive Bids for arithmetical errors, correcting them as
follows:
Where there is a discrepancy between the amounts in figures and in words, the amount in words shall govern.
If a bill of quantities applies and there is a discrepancy between the rate and the line item total, resulting from multiplying the rate by the quantity, the rate as quoted shall govern. Where there is an obviously gross misplacement of the decimal point in the rate, the line item total as quoted shall govern, and the rate will be corrected.
Where there is an error in the total of the Prices, either as a result of other corrections required by this checking process or in the Bidder's addition of prices, the total of the Prices, if any, will be corrected.
12 Reject a Bid if the Bidder does not accept the corrected total of the
Prices (if any). Evaluating the Bid 13 Evaluate responsive Bids in accordance with the procedure stated in
the RFP / Scope of work/ specification. The evaluated Bid price will be disclosed only to the relevant PRASA Bid committee and will not be disclosed to Bidders or any other person.
Clarification of a Bid
14 Obtain from a Bidder clarification of any matter in the Bid which may not be clear or could give rise to ambiguity in a contract arising from this Bid if the matter were not to be clarified.
Acceptance of Bid 15 Notify PRASA's acceptance to the successful Bidder before the expiry
of the validity period, or agreed additional period. Providing the notice of acceptance does not contain any qualifying statements, it will constitute the formation of a contract between PRASA and the successful Bidder.
Notice to unsuccessful Bidders
16 After the successful Bidder has acknowledged PRASAs notice of acceptance, notify other Bidders that their Bids have not been accepted, following PRASA’s current procedures.
Prepare contract documents
17 Revise the contract documents issued by PRASA as part of the Bid documents to take account of
Addenda issued during the Bid period,
inclusion of some of the Bid returnables, and
other revisions agreed between PRASA and the successful Bidder, before the issue of PRASA's notice of acceptance (of the Bid).
Issue final contract
18 Issue the final contract documents to the successful Bidder for acceptance within one week of the date of PRASA's notice of acceptance.
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Sign Form of Agreement
19 Arrange for authorised signatories of both parties to complete and sign the original and one copy of the Form of Agreement within two weeks of the date of PRASA's notice of acceptance of the Bid. If either party requires the signatories to initial every page of the contract documents, the signatories for the other party comply with the request.
Provide copies of the contracts
20 Provide to the successful Bidder the number of copies stated in the Scope of work/ specification of the signed copy of the contracts within three weeks of the date of PRASA's acceptance of the Bid.