standard documents to be submitted for all bids … 2015... · 2015. 6. 26. · head of supply...

DPME Bid document for T3 2015.docx

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STANDARD DOCUMENTS TO BE SUBMITTED FOR ALL BIDS (INCL. TENDERS) FROM R1,000,000

STANDARD DOCUMENTS TO BE SUBMITTED FOR ALL BIDS (INCL. TENDERS) FROM R1,000,000

The term “Bid” Includes price quotations, advertised competitive bids, limited bids and proposals.

Document Check Bidder

Verified SCM Unit

Invitation to bid (SBD 1)

Declaration of interest (SBD 4)

Preference Points Claim (SBD 6.1)

Declaration of past supply chain management practices (SBD 8)

Certificate of Independent Bid Determination (SBD 9)

Valid B-BBEE status level certificate bearing SANAS accreditation logo (Original or Certified Copy)

Valid tax clearance certificate (Original – No copies permitted)

Copies of company registration documents

Additional documentation required for certain types of bids. If applicable the additional documents will be distributed as part of the tender / bid documentation

Check Bidder

Verified SCM Unit

Declaration certificate for local production and content for designated sectors (SBD 6.2)

Declaration • I have read and agree to the General Conditions of Contract related to Government procurement (Available on

DPME tenders web page or from National Treasury) • I have completed and submitted all the documents indicated in the above checklist • I have read and agree with the conditions applicable to all bids • I am the authorised signatory of the applicant • For the purposes of section 256 of the Tax Administration Act of 2011 I authorise the South African Revenue

Service to disclose “taxpayer information” as contemplated under the provisions of Chapter 6 of the Act in relation to the compliance status of tax registration, tax debt and filing requirements to the Department of Planning, Monitoring and Evaluation.

Signature Date

Name of Signatory

Designation of Signatory

Name of bidder (if different)

CONDITIONS APPLICABLE TO ALL BIDS


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1. GENERAL

This request is issued in terms of the Public Finance Management Act 1 of 1999 as amended (PFMA), Treasury Regulations, the Preferential Procurement Policy Framework Act 5 of 2000 (PPPFA), the Preferential Procurement Regulations, 2011 (PPR), Supply Chain Management regulations issued by the National Treasury and the B-BBEE Act as well as applicable Departmental Policies. • Lead times / delivery periods should be clearly indicated in the quotation / proposal where applicable. The

Department reserves the right to cancel any order where the delivery period indicated in the quotation / proposal is extended.

• The Department reserves the right to require delivery of the goods as specified, at the price quoted, regardless of any differences in specifications contained in the quotation.

• The department reserves the right NOT to appoint any Service Provider or to withdraw this request for bids. • The department reserves the right to split the award of the bid between two or more Service Providers or to

award only a part of the bid. • The Department reserves the right to call bidders that meet the minimum functional requirements to present

their proposals. The Bid Evaluation Committee may decide to amend the scoring assigned to a particular bid based on the presentation made.

2. ADMINISTRATIVE COMPLIANCE

Only proposals that comply with all administrative requirements will be considered acceptable for further evaluation. Incomplete and late bids may be rejected. All documents indicated on page 1 must be submitted with each bid. All quoted prices should be valid (firm) for at least three months from the closing date indicated on SBD 1 and must be inclusive of VAT. Prices dependent on the exchange rate should include reference to the exchange rate used. Price escalations and the conditions of escalation should be clearly indicated. No variation of contract price or scope creep will be permitted unless specifically allowed in the ToR.

3. FUNCTIONAL EVALUATION

Functional criteria and/or specifications are contained in the specifications sheet or Terms of Reference.

4. PRICE EVALUATION: THE PPPFA

Only bids that meet the minimum functional requirements / specifications indicated in the ToR will be evaluated in terms of the Preferential Procurement Framework Act and related regulations. Points will be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table contained in SBD 6.1. The applicable evaluation method is indicated in SBD 6.1. Consortia or joint ventures must take note of SBD 6.1, paragraphs 5.4 and 5.5 regarding requirements for B-BEEE certificates. In the application of the 80/20 preference point system, if all bids received exceed R1,000,000, the bid will be cancelled. If one or more of the acceptable bid(s) received are within the R1,000,000 threshold, all bids received will be evaluated on the 80/20 preference point system. In the application of the 90/10 preference point system, if all bids received are equal to or below R1,000,000, the bid will be cancelled. If one or more of the acceptable bid(s) received are above the R1,000,000 threshold, all bids received will be evaluated on the 90/10 preference point system.

5. REJECTION OF QUOTES / PROPOSALS

Any effort by a bidder to influence the evaluation, comparisons or award decisions in any manner, may result in rejection of the quote / proposal concerned.

CONDITIONS APPLICABLE TO ALL BIDS


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DPME shall reject a quote / proposal if the bidder has committed a proven corrupt or fraudulent act in competing for a particular contract. DPME may disregard any quote / proposal if the bidder or any of its subcontractors: a) Have abused the Supply Chain Management (SCM) system of the Department or any other government

department. b) Have committed proven fraud or any other improper conduct in relation to such system. c) Have failed to perform on any previous contract. d) Supplied incorrect information in the bid documentation.

6. VETTING

The Department reserves the right to approach the relevant authorities to verify the following for each bidder: • Citizenship status (individuals) • Company information • Criminal records (individuals) • Previous tender and government contract track records • Government employment status (individuals) • Company / closed corporation ownership / membership status (individuals) • Suitability to handle confidential government information • Information contained in bid documents

7. REGISTRATION ON DPME SUPPLIERS DATABASE

The successful bidder will be registered on the DPME suppliers database. The following terms and conditions apply: 1. All information will be treated confidentially.

2. The Department of Planning, Monitoring and Evaluation`s (DPME) Service Provider Database will be used

mainly for the purposes of identifying entities (individuals or juristic persons) when price quotations for goods and services are to be invited. The fact that an entity is registered as a supplier does not constitute any contractual relationship between the entity and the Department of Planning, Monitoring and Evaluation.

3. For procurement above the financial limit applicable to price quotations, as determined from time to time by

National Treasury, the DPME will normally invite competitive bids by means of advertisements in the Government Tender Bulletin. The onus is on entities to monitor the tender bulletin and to ensure that they obtain copies of the bidding documents that are available on the DPME when bids are advertised.

4. The Department reserves the right to approach potential service providers not on the database in cases

where an insufficient number of suppliers are registered for a particular commodity or service.

5. It is the responsibility of a registered entity to inform the DPME immediately in writing of any changes in the particulars as stated in the application, especially changes in respect of contact details, ownership, B-BBEE and the SMME status of the entity. Should a contract be awarded to an entity based on incorrect particulars provided by that entity, the DPME shall have the right to, in addition to any other remedy that it may have in terms of applicable legislation, cancel the contract and to claim damages.

6. The DPME reserves the right to cancel the registration of an entity if that entity has given incorrect or false

information in the application form or any correspondence relating to the application or: • Failed to inform the Department of any changes to the particulars as furnished in the application; • Failed to comply with the conditions of any contract that might have been awarded to the entity; • The entity has been included on the list of restricted suppliers maintained by National Treasury; or • The entity has acted in an improper, fraudulent or corrupt manner.

7. The DPME reserves the right to cancel the registration of an entity if that entity fails to respond to three or

more consecutive requests for quotations / proposals.

INVITATION TO BID (SBD 1)


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YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE DEPARTMENT OF PLANNING, MONITORING AND EVALUATION

BID NUMBER T3/2015 CLOSING DATE 20 July 2015 CLOSING TIME 12:00

COMPULSORY BRIEFING SESSION Date N/A Time

DESCRIPTION Appointment of an additional service provider to render travel and accommodation services to the Department of Planning, Monitoring and Evaluation for a period of three years

The successful bidder may be required to conclude a service level agreement or fill in and sign a written Contract Form (SBD 7). BID DOCUMENTS MAY BE POSTED TO: Department of Planning, Monitoring and Evaluation Deputy Director: Supply Chain Management Private Bag X944 PRETORIA 0001

OR DEPOSITED IN THE BID BOX SITUATED AT (STREET ADDRESS): 330 Grosvenor Street Hatfield Pretoria The bid box is generally open 24 hours a day, 7 days a week.

Bids may be forwarded by e-mail or fax only when specifically requested so by the SCM unit. If the two envelope system applies (see ToR), an envelope for Price Proposal and an envelope for Project Proposal must be in one package. The envelopes must be clearly marked “Pricing” or “Project Proposal” on top and must clearly indicate the bid number All bids must be sent / delivered in a sealed envelope, bearing the Bid number indicated above. Bidders should ensure that bids are delivered timeously to the correct address. If the bid is late, it will not be accepted for consideration. ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS – (NOT TO BE RE-TYPED) THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT AND THE PREFERENTIAL PROCUREMENT REGULATIONS, 2011, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT.

THE FOLLOWING PARTICULARS MUST BE FURNISHED (FAILURE TO DO SO MAY RESULT IN YOUR BID BEING DISQUALIFIED)

Details of person submitting this bid Registered company name Registration no. VAT registration number Trading As Income Tax Number ID Number (Individuals) Postal Address Street Address

Postal Code Postal Code

Web Address

INVITATION TO BID (SBD 1)


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Company Classification: (Mark with an X in the applicable column) Public Company Partnership Section 21 Company Private Company Close Corporation Parastatal Non-Governmental Organization Trust Individual/sole propriety Other: Company Type: (Mark with an X in the applicable column) Original Manufacturer Wholesale Supplier Retail Supplier Professional Service Provider General Service Provider Agent Other:

Total number of years in business

PERSONAL INFORMATION (DETAILS OF AUTHORISED PERSON IN CASE OF COMPANIES)

Title Initials Surname ID Number

Position in Company

Telephone No. Cell no. Fax no. e-mail

ARE YOU THE ACCREDITED REPRESENTATIVE IN SOUTH AFRICA FOR THE GOODS / SERVICES / WORKS OFFERED? [IF YES ENCLOSE PROOF] YES NO

TOTAL BID PRICE R

TOTAL NUMBER OF ITEMS OFFERED

Signature Date

Name of Signatory


Name of bidder (if different) _______________________________________________________________________________________

ANY ENQUIRIES REGARDING THE BIDDING PROCEDURE MAY BE DIRECTED TO:

Head of Supply Chain Management: Mr Kevin Du Plooy, Tel: 012 312 0413, e-mail: [email protected]

Head of Demand and Acquisition: Ms Lindeni Sithole, Tel: 012 312 0414, e-mail: [email protected]

SCM Offices: 330 Grosvenor Street, Hatfield, Pretoria

mailto:[email protected]

DECLARATION OF INTEREST (SBD 4)


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Any legal person, including persons employed by the state1, or persons having a kinship with persons employed by the state, including a blood relationship, may make an offer or offers in terms of an invitation to bid (includes a price quotation, advertised competitive bid, limited bid or proposal). In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the state, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her position in relation to the evaluating/adjudicating authority where:

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

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

In order to give effect to the above, the following questionnaire must be completed and submitted. 1.1 Full Name of bidder or his or her representative: …………………………………………………………………………….……. 1.2 Identity Number: …………………………………………………………………………………………………………………………………… 1.3 Position occupied in Company (director, trustee, shareholder2, member): ………………………………………..…. 1.3.1 The names of all directors / trustees / shareholders / members, their individual identity numbers, tax

reference numbers and, if applicable, employee / PERSAL numbers must be indicated in paragraph 2 below.

1.4 Are you or any person connected with the bidder presently employed by the state? YES NO 1.4.1 If so, furnish the following particulars:

Name of person / director / trustee / shareholder/ member ___________________________________________________________________ Name of state institution at which you or the person connected to the bidder is employed : ___________________________________________________________________ Position occupied in the state institution: ___________________________________________________________________ Any other particulars: ___________________________________________________________________

1.4.2 If you are presently employed by the state, did you obtain the appropriate authority to undertake remunerative work outside employment in the public sector?

YES NO

1.4.2.1 If yes, did you attached proof of such authority to the bid document? (Note: Failure to submit proof of such authority, where applicable, may result in the disqualification of the bid.

YES NO

1.4.2.2 If no, furnish reasons for non-submission of such proof: ____________________________________________________________________

1 State” means –

(a) any national or provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act No. 1 of 1999);

(b) any municipality or municipal entity; (c) provincial legislature; (d) national Assembly or the national Council of provinces; or (e) Parliament. 2 ”Shareholder” means a person who owns shares in the company and is actively involved in the management of the enterprise or business and exercises control over the enterprise.

DECLARATION OF INTEREST (SBD 4)


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

YES NO

1.5.1 If so, furnish particulars: ____________________________________________________________________ ____________________________________________________________________

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

YES NO


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

YES NO


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

YES NO


2. Full details of directors / trustees / members / shareholders. (Attach list if space insufficient)

Full Name Identity Number Personal Tax Reference Number

State Employee No. / Persal No.

3. DECLARATION

I, THE UNDERSIGNED CERTIFY THAT THE INFORMATION FURNISHED ABOVE IS CORRECT. I ACCEPT THAT THE STATE MAY REJECT THE BID OR ACT AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.

Signature Date

Name of Signatory



PREFERENCE POINTS CLAIM (SBD 6.1)


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PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2011

This preference form must form part of all bids invited. It contains general information and serves as a claim form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) Status Level of Contribution NB: BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL CONDITIONS, DEFINITIONS AND

DIRECTIVES APPLICABLE IN RESPECT OF B-BBEE, AS PRESCRIBED IN THE PREFERENTIAL PROCUREMENT REGULATIONS, 2011.

1. GENERAL CONDITIONS 1.1 The following preference point systems are applicable to all bids:

- the 80/20 system for requirements with a Rand value of up to R1 000 000 (all applicable taxes included); and

- the 90/10 system for requirements with a Rand value above R1 000 000 (all applicable taxes included).

1.2 The value of this bid is estimated to exceed/not exceed R1 000 000 (all applicable taxes included) and

therefore the 90/10 system shall be applicable. 1.3 Preference points for this bid shall be awarded for:

90/10 (a) Price; and 90 (b) B-BBEE Status Level of Contribution. 10

TOTAL 100

1.4 Failure on the part of a bidder to fill in and/or to sign this form and submit a B-BBEE Verification Certificate from a Verification Agency accredited by the South African Accreditation System (SANAS) or a Registered Auditor approved by the Independent Regulatory Board of Auditors (IRBA) or an Accounting Officer as contemplated in the Close Corporation Act (CCA) together with the bid, will be interpreted to mean that preference points for B-BBEE status level of contribution are not claimed.

1.5. The purchaser reserves the right to require of a bidder, 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 purchaser. 2. DEFINITIONS 2.1 “all applicable taxes” includes value-added tax, pay as you earn, income tax, unemployment insurance

fund contributions and skills development levies;

2.2 “B-BBEE” means broad-based black economic empowerment as defined in section 1 of the Broad-Based Black Economic Empowerment Act;

2.3 “B-BBEE status level of contributor” means the B-BBEE status received by a measured entity based on its

overall performance using the relevant scorecard contained in the Codes of Good Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act;

2.4 “bid” means a written offer in a prescribed or stipulated form in response to an invitation by an organ of

state for the provision of services, works or goods, through price quotations, advertised competitive bidding processes or proposals;

2.5 “Broad-Based Black Economic Empowerment Act” means the Broad-Based Black Economic Empowerment

Act, 2003 (Act No. 53 of 2003); 2.6 “comparative price” means the price after the factors of a non-firm price and all unconditional discounts

that can be utilized have been taken into consideration;



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2.7 “consortium or joint venture” means an association of persons for the purpose of combining their

expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract; 2.8 “contract”Error! Bookmark not defined. means the agreement that results from the acceptance of a bid by

an organ of state; 2.9 “EME” means any enterprise with an annual total revenue of R5 million or less . 2.10 “Firm price” means the price that is only subject to adjustments in accordance with the actual increase or

decrease resulting from the change, imposition, or abolition of customs or excise duty and any other duty, levy, or tax, which, in terms of the law or regulation, is binding on the contractor and demonstrably has an influence on the price of any supplies, or the rendering costs of any service, for the execution of the contract;

2.11 “functionality” means the measurement according to predetermined norms, as set out in the bid

documents, of a service or commodity that is designed to be practical and useful, working or operating, taking into account, among other factors, the quality, reliability, viability and durability of a service and the technical capacity and ability of a bidder;

2.12 “non-firm prices” means all prices other than “firm” prices; 2.13 “person” includes a juristic person; 2.14 “rand value” means the total estimated value of a contract in South African currency, calculated at the

time of bid invitations, and includes all applicable taxes and excise duties; 2.15 “sub-contract” means the primary contractor’s assigning, leasing, making out work to, or employing,

another person to support such primary contractor in the execution of part of a project in terms of the contract;

2.16 “total revenue” bears the same meaning assigned to this expression in the Codes of Good Practice on Black

Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act and promulgated in the Government Gazette on 9 February 2007;

2.17 “trust” means the arrangement through which the property of one person is made over or bequeathed to

a trustee to administer such property for the benefit of another person; and 2.18 “trustee” means any person, including the founder of a trust, to whom property is bequeathed in order for

such property to be administered for the benefit of another person. 3. ADJUDICATION USING A POINT SYSTEM 3.1 The bidder obtaining the highest number of total points will be awarded the contract. 3.2 Preference points shall be calculated after prices have been brought to a comparative basis taking into

account all factors of non-firm prices and all unconditional discounts;. 3.3 Points scored must be rounded off to the nearest 2 decimal places. 3.4 In the event that two or more bids have scored equal total points, the successful bid must be the one

scoring the highest number of preference points for B-BBEE. 3.5 However, when functionality is part of the evaluation process and two or more bids have scored equal

points including equal preference points for B-BBEE, the successful bid must be the one scoring the highest score for functionality.

3.6 Should two or more bids be equal in all respects, the award shall be decided by the drawing of lots.



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4. POINTS AWARDED FOR PRICE : THE 80/20 OR 90/10 PREFERENCE POINT SYSTEMS A maximum of 80 or 90 points is allocated for price on the following basis:

80/20 Or 90/10

−−=

minmin180

PPPtPs Or

−−=

minmin190

PPPtPs

Where: Ps = Points scored for comparative price of bid under consideration Pt = Comparative price of bid under consideration Pmin = Comparative price of lowest acceptable bid 5. POINTS AWARDED FOR B-BBEE STATUS LEVEL OF CONTRIBUTION 5.1 In terms of Regulation 5 (2) and 6 (2) of the Preferential Procurement Regulations, preference points must

be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table below:

B-BBEE Status Level of

Contributor Number of points (90/10 system)

Number of points (80/20 system)

1 10 20 2 9 18 3 8 16 4 5 12 5 4 8 6 3 6 7 2 4 8 1 2

Non-compliant contributor 0 0 5.2 Bidders who qualify as EMEs in terms of the B-BBEE Act must submit a certificate issued by an Accounting

Officer as contemplated in the CCA or a Verification Agency accredited by SANAS or a Registered Auditor. Registered auditors do not need to meet the prerequisite for IRBA’s approval for the purpose of conducting verification and issuing EMEs with B-BBEE Status Level Certificates.

5.3 Bidders other than EMEs must submit their original and valid B-BBEE status level verification certificate or a

certified copy thereof, substantiating their B-BBEE rating issued by a Registered Auditor approved by IRBA or a Verification Agency accredited by SANAS.

5.4 A trust, consortium or joint venture, will qualify for points for their B-BBEE status level as a legal entity,

provided that the entity submits their B-BBEE status level certificate. 5.5 A trust, consortium or joint venture will qualify for points for their B-BBEE status level as an unincorporated

entity, provided that the entity submits their consolidated B-BBEE scorecard as if they were a group structure and that such a consolidated B-BBEE scorecard is prepared for every separate bid.

5.6 Tertiary institutions and public entities will be required to submit their B-BBEE status level certificates in

terms of the specialized scorecard contained in the B-BBEE Codes of Good Practice. 5.7 A person will not be awarded points for B-BBEE status level if it is indicated in the bid documents that such

a bidder intends sub-contracting more than 25% of the value of the contract to any other enterprise that does not qualify for at least the points that such a bidder qualifies for, unless the intended sub-contractor is an EME that has the capability and ability to execute the sub-contract.

5.8 A person awarded a contract may not sub-contract more than 25% of the value of the contract to any other

enterprise that does not have an equal or higher B-BBEE status level than the person concerned, unless the contract is sub-contracted to an EME that has the capability and ability to execute the sub-contract.



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6. BID DECLARATION

Bidders who claim points in respect of B-BBEE Status Level of Contribution must complete the following: 7. B-BBEE STATUS LEVEL OF CONTRIBUTION CLAIMED IN TERMS OF PARAGRAPHS 1.3 AND 5.1

B-BBEE Status Level of Contribution: …………. = …………… (maximum of 10 or 20 points) (Points claimed in respect of paragraph 7.1 must be in accordance with the table reflected in paragraph 5.1 and must be substantiated by means of a B-BBEE certificate issued by a Verification Agency accredited by SANAS or a Registered Auditor approved by IRBA or an Accounting Officer as contemplated in the CCA).

8. SUB-CONTRACTING

Will any portion of the contract be sub-contracted? YES / NO (delete which is not applicable). If yes, indicate: (I) (what percentage of the contract will be subcontracted? ............……………….…% (II) the name of the sub-contractor? …………………………………………………………………………… (III) the B-BBEE status level of the sub-contractor? …………….. (IV) whether the sub-contractor is an EME? YES / NO (delete which is not applicable)

9. DECLARATION WITH REGARD TO COMPANY/FIRM 9.1 Details completed as part of SBD 1 are complete and correct 9.2 I/we, the undersigned, who is / are duly authorised to do so on behalf of the company/firm, certify that the

points claimed, based on the B-BBE status level of contribution indicated in paragraph 7 of the foregoing certificate, qualifies the company/ firm for the preference(s) shown and I / we acknowledge that:

(I) The information furnished is true and correct; (II) The preference points claimed are in accordance with the General Conditions as

indicated in paragraph 1 of this form. (III) In the event of a contract being awarded as a result of points claimed as shown in

paragraph 7, the contractor may be required to furnish documentary proof to the satisfaction of the purchaser that the claims are correct;

(IV) If the B-BBEE status level of contribution has been claimed or obtained on a fraudulent basis or any of the conditions of contract have not been fulfilled, the purchaser may, in addition to any other remedy it may have – (a) disqualify the person from the bidding process; (b) recover costs, losses or damages it has incurred or suffered as a result of that

person’s conduct; (c) cancel the contract and claim any damages which it has suffered as a result of having

to make less favourable arrangements due to such cancellation; (d) restrict the bidder or contractor, its shareholders and directors, or only the

shareholders and directors who acted on a fraudulent basis, from obtaining business from any organ of state for a period not exceeding 10 years, after the audi alteram partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution

Signature Date

Name of Signatory



DECLARATION OF PAST SUPPLY CHAIN MANAGEMENT PRACTICES (SBD 8)


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1. This Standard Bidding Document must form part of all bids invited.

2. It serves as a declaration to be used by institutions in ensuring that when goods and services are being procured, all reasonable steps are taken to combat the abuse of the supply chain management system.

3. The bid of any bidder may be disregarded if that bidder, or any of its directors have- a. abused the institution’s supply chain management system; b. committed fraud or any other improper conduct in relation to such system; or c. failed to perform on any previous contract.

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

Item Question Yes No 4.1 Is the bidder or any of its directors listed on the National Treasury’s database as companies

or persons prohibited from doing business with the public sector? (Companies or persons who are listed on this database were informed in writing of this restriction by the National Treasury after the audi alteram partem rule was applied)

Yes No

4.1.1 If so, furnish particulars:

4.2 Is the bidder or any of its directors listed on the Register for Tender Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004)? (To access this Register enter the National Treasury’s website, www.treasury.gov.za, click on the icon “Register for Tender Defaulters” or submit your written request for a hard copy of the Register to facsimile number (012) 3265445.

Yes No


4.3 Was the bidder or any of its directors convicted by a court of law (including a court outside of the Republic of South Africa) for fraud or corruption during the past five years?

Yes No


4.4 Was any contract between the bidder and any organ of state terminated during the past five years on account of failure to perform on or comply with the contract?

Yes No


CERTIFICATION

I, THE UNDERSIGNED CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM IS TRUE AND CORRECT.

I ACCEPT THAT, IN ADDITION TO CANCELLATION OF A CONTRACT, ACTION MAY BE TAKEN AGAINST ME SHOULD

THIS DECLARATION PROVE TO BE FALSE.

Signature Date

Name of Signatory



http://www.treasury.gov.za/

CERTIFICATE OF INDEPENDENT BID DETERMINATION (SBD 9)


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1 This Standard Bidding Document (SBD) must form part of all bids¹ invited. 2 Section 4 (1) (b) (iii) of the Competition Act No. 89 of 1998, as amended, prohibits an agreement between, or

concerted practice by, firms, or a decision by an association of firms, if it is between parties in a horizontal relationship and if it involves collusive bidding (or bid rigging).² Collusive bidding is a pe se prohibition meaning that it cannot be justified under any grounds.

3 Treasury Regulation 16A9 prescribes that accounting officers and accounting authorities must take all reasonable steps to prevent abuse of the supply chain management system and authorizes accounting officers and accounting authorities to:

(a) disregard the bid of any bidder if that bidder, or any of its directors have abused the institution’s supply

chain management system and or committed fraud or any other improper conduct in relation to such system.

(b) cancel a contract awarded to a supplier of goods and services if the supplier committed any corrupt or fraudulent act during the bidding process or the execution of that contract.

4 This SBD serves as a certificate of declaration that would be used by institutions to ensure that, when bids are

considered, reasonable steps are taken to prevent any form of bid-rigging. 5 In order to give effect to the above, the attached Certificate of Bid Determination (SBD 9) must be completed

and submitted with the bid: ¹ Includes price quotations, advertised competitive bids, limited bids and proposals. ² Bid rigging (or collusive bidding) occurs when businesses, that would otherwise be expected to compete, secretly conspire to raise prices or lower the quality of goods and / or services for purchasers who wish to acquire goods and / or services through a bidding process. Bid rigging is, therefore, an agreement between competitors not to compete.

I, the undersigned, in submitting the accompanying bid: ______________________________________________________________________________________

(Bid Number and Description) in response to the invitation for the bid made by: The Department of Planning, Monitoring and Evaluation_____________________________________

(Name of Institution) do hereby make the following statements that I certify to be true and complete in every respect: I certify, on behalf of:_______________________________________________________________that:

(Name of Bidder)

1. I have read and I understand the contents of this Certificate; 2. I understand that the accompanying bid will be disqualified if this Certificate is found not to be true and

complete in every respect; 3. I am authorised by the bidder to sign this Certificate, and to submit the accompanying bid, on behalf of the

bidder; 4. Each person whose signature appears on the accompanying bid has been authorised by the bidder to determine

the terms of, and to sign the bid, on behalf of the bidder;

5. For the purposes of this Certificate and the accompanying bid, I understand that the word “competitor” shall include any individual or organization, other than the bidder, whether or not affiliated with the bidder, who: (a) has been requested to submit a bid in response to this bid invitation; (b) could potentially submit a bid in response to this bid invitation, based on their qualifications, abilities or

experience; and (c) provides the same goods and services as the bidder and/or is in the same line of business as the bidder

CERTIFICATE OF INDEPENDENT BID DETERMINATION (SBD 9)


of 14 Version 2015 03 22

6. The bidder has arrived at the accompanying bid independently from, and without consultation, communication,

agreement or arrangement with any competitor. However communication between partners in a joint venture or consortium³ will not be construed as collusive bidding.

7. In particular, without limiting the generality of paragraphs 6 above, there has been no consultation, communication, agreement or arrangement with any competitor regarding: (a) prices; (b) geographical area where product or service will be rendered (market allocation) (c) methods, factors or formulas used to calculate prices; (d) the intention or decision to submit or not to submit, a bid; (e) the submission of a bid which does not meet the specifications and conditions of the bid; or (f) bidding with the intention not to win the bid.

8. In addition, there have been no consultations, communications, agreements or arrangements with any competitor regarding the quality, quantity, specifications and conditions or delivery particulars of the products or services to which this bid invitation relates.

9. The terms of the accompanying bid have not been, and will not be, disclosed by the bidder, directly or indirectly, to any competitor, prior to the date and time of the official bid opening or of the awarding of the contract.

10. I am aware that, in addition and without prejudice to any other remedy provided to combat any restrictive

practices related to bids and contracts, bids that are suspicious will be reported to the Competition Commission for investigation and possible imposition of administrative penalties in terms of section 59 of the Competition Act No 89 of 1998 and or may be reported to the National Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting business with the public sector for a period not exceeding ten (10) years in terms of the Prevention and Combating of Corrupt Activities Act No 12 of 2004 or any other applicable legislation.

Signature Date

Name of Signatory


Name of bidder (if different) ³ Joint venture or Consortium means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract.

Specs for T3 2015 draft 2.docx Ver: 2015/03/22

TENDER / CALL FOR PROPOSALS

TERMS OF REFERENCE / SPECIFICATIONS

Request for proposals for: Appointment of an additional service provider to render travel and accommodation services to the Department of Planning, Monitoring and Evaluation for a period of three years.

SCM reference number: T3 / 2015

Closing date and time: 20 July 2015 at 12:00

Compulsory briefing session: N/A

1. BID INFORMATION

Information on the format and delivery of bids are contained in the attached bid documents. Please take note of closing date and date of compulsory briefing session (if any).

2. PROPOSAL FORMAT Refer to paragraph 3.8.

3. CONDITIONS OF BID 3.1. Administrative compliance

See bid documents

3.2. Functional Evaluation

Only bids / quotes that comply with all administrative requirements (acceptable bids) will be considered during the functional evaluation phase. All bids / quotes will be scored by the Bid Evaluation Committee against the functional criteria indicated in the Terms of Reference.

Minimum functional requirements: Service providers that submitted acceptable bids and that scored at least the minimum for each element as well as the overall minimum score (75%), based on the average of scores awarded by the Bid Evaluation Committee members. The Department reserves the right to call bidders that meet the minimum functional requirements to present their proposals. The Bid Evaluation Committee may decide to amend the scoring assigned to a particular bid based on the presentation made.

3.3. Price evaluation: The PPPFA

See bid documents


1. PROBLEM STATEMENT / PURPOSE

The Department of Planning, Monitoring and Evaluation (DPME) requires an additional experienced service provider to render travel and related services to the department for business purposes for a period of three years. The service provider must ensure that the most cost effective and appropriate means of travel and accommodation is used at all times.

2. OBJECTIVES AND SCOPE OF PROJECT

2.1. Comprehensive national and international travel services, including: • Air travel • Travel insurance • Accommodation • Car rental • Point to point transfers / shuttle services • Chauffeur driven vehicles • Rail transport • Parking facilities at airports • Foreign currency and travellers cheques • Sourcing of venues and facilities for conference and workshops

2.2. Assist with the arrangement of visas, excess baggage allowances etc. 2.3. Ensure that all bookings are made in terms of DPME policy 2.4. Dedicated account manager 2.5. 24 hours per day / 365 days a year call centre. 2.6. Branch office in Gauteng 2.7. All bookings to be confirmed by SMS (traveller) and e-mail (DPME travel office) at no additional cost 2.8. Agent must use dedicated booking codes where DPME has negotiated discounted fares with specific

service providers. 2.9. Discounted fares negotiated by travel agent with specific service providers. 2.10. Effective account management system to ensure accurate invoicing and payments reconciliation( weekly

submission of invoices ) 2.11. Monthly management reports showing:

• All transactions invoiced, paid, and not invoiced for reconciliation purposes • Consolidated expenditure per line item for DPME. • The number and nature of changes made to travel plans. • All savings achieved/lost and credits due to the DPME. • Details of graded accommodation. • Deviations to special conditions of contract (SCC). • Exception reports. • Aged trial balances.

3. DELIVERABLES AND PERFORMANCE MEASURES

The performance measures for the delivery of travel and associated services will be closely monitored by the department:

3.1.1 Air Travel Booking and amendments of air travel arrangements (domestic and international) as and when

requested The ability to offer alternate options between airlines. The ability to accommodate “URGENT” air travel requests. Issuing of electronic tickets (e-ticketing). On line bookings : 24/7

3.1.2 Car rental

Booking and amendments of vehicle hire arrangements with car rental companies and amending any

confirmed bookings if necessary.


Be able to offer the “speed line and preferred” type service at car rental companies Be able to accommodate urgent car rental needs Must cover international car rental On line bookings : 24/7 Immediate activation of petrol card issued with collection of vehicle if requested / required Self and chauffeur driven depending on request Point to point shuttle services Timeously door to door delivery and collection of vehicles

3.1.3 Accommodation

Booking and amendments of accommodation arrangements with any graded hotel or other

establishments as and when required. Be able to include required services other than bed and breakfast on request, including but not limited

to lunch, dinner, parking, and laundry. On line bookings : 24/7

3.1.4 Train and bus travel Booking and amendments of train and bus travel arrangements On line bookings : 24/7

3.1.5 Conferencing

Booking and amendments of conference arrangements with any hotel or any establishments as and

when required.

3.1.6 Airport Parking

Booking and amendments of Airport parking arrangements as and when required. On line bookings : 24/7

3.1.7 Shuttle Services

Booking and amendments of shuttle service arrangements with shuttle service companies and

amending any confirmed bookings if necessary On line bookings : 24/7 Point to point services / shuttle

3.2 SUPPORT SERVICES

3.2.1 24-hour Service

Travel agency must be able to provide or be available on a 24 hour, 365 days a year basis for normal

and after hour bookings, enquiries and emergencies throughout the year.

3.2.2 Quarterly Reviews and Management reports Management reports detailing all expenses for the previous month for each service inclusive of savings

must be submitted on or before 07th day of the following month. In addition, all inclusive statement reflecting expenditure should be compiled and submitted in a format that will be agreed upon with the successful bidder.

The travel agency/ies must provide quarterly reviews on the performance of all suppliers and the

agency’s performance, achievements and challenges in written format

3.2.3 Service Level Agreement (SLA) The successful bidder/s will be required to enter into a Service Level Agreement with the department

which will include penalty clauses in order to ensure compliance.


3.3 Staff capacity

Travel agency must ensure an adequate number of travel consultants to ensure an effective and

efficient service. DPME reserves the right to request a replacement of consultant/s not performing to our expectations.

Dedicated consultants assigned for DPME only.

NB: The Travel Agent/s must guarantee the provision of services for the duration of the contract.

3.4 DURATION

The Bid is for a period of 36 months from the date of signing the service level agreement and it may be extended at the discretion of DPME in accordance with the needs of the department.

3.5 MONITORING PROGRESS ON ASSIGNMENTS

The dedicated account manager shall do the on-going management of the SLA. 3.6 CONDITIONS OF THE BID

DPME is committed to promote BBBEEE through the provision of opportunities to historically disadvantaged individuals (HDI’s). Sub-contracting and joint venture/s: bidders should indicate their intention to sub-contract work to smaller travel agencies or formation of joint ventures for the purpose of this bid. An agreement signed by all parties must be attached to the bid proposal.

3.6.1 DPME reserves the right to contact the companies provided as references by bidders in this section of the document. References will be requested to provide feedback on the following aspects of the bidders service delivery: • Management capabilities • Accuracy of administrative processes • Efficiency of booking procedures • Quality of after-hours service • Handling of changes and cancellation • Any other aspect of service delivery that might be regarded as important. • Efficiency of online booking system Such feedback will be considered for decision making. Reference will only be done to the shortlisted bidders.

3.6.2 The bid document must include, amongst other, the following contained in your Annexure C

3.6.2.1 A list of references. Details of three (3) clients where services of a similar size and nature were rendered for a period of at least 12 months or present clients for at least 12 months.

Details Client 1 Client 2 Client 3

Client Name:

Contact Person:

Designation:

Contact Number:

(0 ) (0 ) (0 )

Total value of the account: R R R


3.6.2.2 Please provide details of two (2) clients where contracts ended during the last 2 years

CLIENT 1 CLIENT 2 Client name Contact person Designation Contact number Total value of the account Reasons for loss:

3.6.2.3 Bidder must have minimum five years’ experience as a travel agency and proposed staff assigned to DPME must have minimum three years’ experience in working at a travel agency ( Proof of experience and CV’s to be attached as annexure C ).

3.6.3 List of Annexures to be attached to the bid documents / proposal: (Failure to submit one of the Annexures

will invalidate your bid )

Annexure A Mandatory requirements (To be completed by bidder) Annexure B Must contain the technical proposal and services offered. Understanding of the

service requirements and an action plan for rendering the required service. Annexure C Must contain a summary of qualifications of employees and past experience

and references indicated under 3.6.2. Annexure D Service fees (Please use the supplied template on Annexure D) Annexure E Must contain all other forms / certificates required (SBDs, Tax clearance

certificate etc. – see bid documents). Annexure F IATA & ASATA membership / any legal regulating authority for the required

service

Annexure G Branch list/ associates

Annexure H Emergency service delivery (plan on how to deal with emergency cases)

Annexure I List of preferred suppliers (preferably BBBEE procurement)

Annexure J Procedures relating to cancellations of transactions, unused tickets and no-shows

Annexure K Assistance offered at the airport

Annexure L Complaint handling procedure

Annexure M Quality control and processes

Annexure N Example of invoice and confirmations

Annexure O Refund process

Annexure P Security measures

Annexure Q Account management

Annexure R Examples of management reports

Annexure S Questionnaire (Guideline for presentation by bidders)

3.7 Ability to ensure a continued service throughout the period of the bid.

4. SPECIAL CONDITIONS 4.1 The bid proposals must be submitted with all required information containing functionality and price

information as requested per the Annexures in one envelope. 4.2 Bidders are required to meet and even exceed the functionality criteria as detailed in paragraph 5.1. If

bidders cannot meet the criteria, their documents will not be considered for further evaluation. 4.3 DPME reserves the right to invite short listed suppliers/companies at their own cost in Pretoria. 4.4 A security clearance of the successful service provider/s and its personnel will be required prior to

appointment.


4.5 Service providers must be IATA & ASATA compliant ( proof to be attached ) 4.6 DPME will not be held responsible for any costs incurred by the bidder/s in the preparation and submission

of the bids 4.7 Bidders failing to meet all mandatory requirements will be disqualified

4.8 DPME reserves the right:

4.8.1 Not to appoint any service provider. 4.8.2 To appoint a more than one service provider. 4.8.3 To appoint a service provider(s) to render only part of the services required. 4.8.4 To utilise the services of service providers other than the appointed service provider(s) 4.8.5 To do a due diligence exercise based on the proposals submitted

4.9 The service level agreement will include invoicing conditions and maximum invoicing periods. No

Commissions/fees will be payable to the service provider for services invoiced after the maximum invoicing period. The Department must be invoiced:

• Air travel: 10 calendar days after departure of flight (or departure of first flight in case of multiple legs). • Accommodation: Fully specified • Car rental, Point to point transfers, Chauffeur driven vehicles, parking facilities at airports, : 20 calendar

days after vehicle returned / journey ended • Venues and facilities for conference and workshops: 30 calendar days from last day of event. • Arrangement of visas, foreign exchange, travellers cheques, excess baggage allowances etc.: 10 calendar

days after service was delivered.

4.10 DPME reserves the right to nominate airlines, car rental companies etc. to be used.

4.11 DPME employees may use the service provider for private travel purposes on condition that DPME will accept no liability (financially or otherwise) for such services offered.

4.12 All airline loyalties to be given to DPME.

4.13 Bidder must have minimum 5 years’ experience in operating as a travel agency and proposed staff to DPME

must have minimum three years’ experience in working at a travel agency. ( Proof to be attached as Annexure C ).

4.14 Presentations of bidders to be done during the functional evaluation criteria and must be done at bidders

own cost at DPME premises situated in Hatfield, Pretoria.

5. EVALUATION CRITERIA 5.1 Functional Evaluation ( Phase 1 ) Bidders whom met all the administrative and mandatory requirements

will be required to present their proposals to the Bid Evaluation Committee on which the committee will score as per criteria below.

All bid proposals submitted will be evaluated in accordance with the 90/10 principle and the evaluation criteria will be as follows:

No. Criteria 1. Live presentation of the online system at DPME premises

situated in Hatfield Pretoria. System to demonstrate travel bookings, approvals, issuing of travel vouchers / itineraries, reporting etc. as well as the processes to follow. ( Refer to Annexure S) Scoring method System complex, not user friendly and taking time to complete and not covering all booking requirements = 1 System average in terms complexity, not user friendly, taking little time to complete but not covering all booking requirements = 2


System not complex, user friendly, using little time to complete and covering all booking requirements = 3 System not complex, user friendly, using little time to complete and covering all booking requirements and exceeds all requirements = 4

Bidders must score a minimum total of 75% ( 3 average ) based on the average score of all panel members.

5.2 Price & BEE ( Phase 2 ) Price = 90 BBBEE = 10

6. PRICING 6.1 Please indicate what service fees will be applicable by completing Annexure D. (This information is

compulsory and must be completed by all prospective service providers. NOTE: Failure to adhere to this will invalidate your bid.) Please add any exclusions in your opinion to the list

6.2 Indicate what the implications will be for DPME if changes are made to the structure of commissions paid

by suppliers to travel agencies.

6.3 Annexure D to be completed by bidders (failing to complete annexure D will result is disqualification).

7. ENQUIRIES Should you require any further information in this regard, contact Mr Madimetja Mafafo at 012 312 00 00

during office hours only. 8. INFORMATION REQUIRED

Bid Evaluation can only be done on the basis of information requested and submitted. The comprehensiveness of the bid can therefore be decisive in the awarding thereof.


ANNEXURE A (MANDATORY REQUIREMENTS)

BIDDERS FAILING TO COMPLETE ALL THE FIELDS BELOW AS WELL AS FAILING TO MEET ALL THE MANDATORY REQUIREMENTS WILL BE DISQUALIFIED. ANY ANSWER INDICATED “NO” WILL RESULT IN NON COMPLIANCE TO THE MANDATORY REQUIREMENTS

PLEASE ANSWER YES/NO TO THE QUESTIONS LISTED BELOW BY PLACING A MARK IN THE RELEVANT BOX. ONLY PROVIDE ADDITIONAL INFORMATION WHEN SPECIFICALLY REQUESTED TO DO SO. ALL SUCH ADDITIONAL INFORMATION MUST BE ATTACHED AS ANNEXURES, NUMBERED AS INDICATED. BID EVALUATION COMMITTEE RESERVES THE RIGHT TO CONDUCT DUE DILEGENCE ON ALL ANSWERS PROVIDED IN ANNEXURE A AND ALTER SCORES / RECOMMENDATION ACCORDINGLY

1.1 Critical criteria must be met. If bidders cannot meet the criteria, their documents will not be considered for further evaluation.

1.2 The successful bidder must have IATA membership and the capability to issue air tickets on their premises.

A certified copy of the membership must be attached as Annexure F.

1.2.1 Are you fully accredited member of IATA (

International Air Transport Association )

membership ? ( submit proof at annexure F)

YES NO

1.2.2 Are you fully accredited member of ASATA ?

(Association of South African Travel Agencies ).

( Submit proof at annexure F )

YES NO

1.2.3 Is certified copies attached in Annexure F? YES NO

1.2.4 Are you able to issue tickets on your premises and /or any other places? YES NO

1.3 Branch Network / Associates

1.3.1 Do you have an existing branch in Gauteng. YES NO

1.4 Twenty-four Hour Service

1.4.1 Are you able to offer a 24-hour service, 365 days a year. YES NO

Provide extensive detail of exactly what you are able to offer on a 24-hour basis. Attach as Annexure B.

2 REQUIREMENTS FOR SERVICE DELIVERY 2.1 Service 2.1.1 No travel documentation may be released prior to receipt of correctly completed and authorized travel

authorization (“Official Transport Request” ) form. DPME will not be liable for any cost incurred by the travel agency when correct authorisation procedures are not adhered to. (Mark with an X)

2.1.1.1 Do you acknowledge that you will be liable for the payment of

any unauthorised bookings? YES NO

2.1.2 All reservations should be completed and confirmed within the mutually agreed timeframes. On urgent occasions reservations may need to be completed within an hour or two.

2.1.2.1 Do you agree to complete all bookings in the requested time

frame? YES NO


2.1.3 Written confirmation of the reservation details should be provided to DPME immediately after a reservation has been made.

2.1.3.1 Do you commit to provide immediate written confirmation of all

reservations? YES NO

Please indicate if you can provide the following services (Mark with an X):

2.1.4.1 Book domestic, regional and international air tickets? YES NO

Book low cost carriers? YES NO

2.1.4.2 Are you able to make domestic hotel reservations? YES NO

2.1.4.3 Are you able to make international hotel reservations without additional costs?

YES NO

2.1.4.4 Are you able to make bookings on graded accommodation? YES NO

2.1.4.5 Are you able to make reservations with small hotels and guesthouses?

YES NO

2.1.4.6 Are you able to make car rental, point to point , shuttle and chauffer reservations preferably using BEE service providers at all the main city centres?

YES NO

2.1.4.7 Are you able to make conference arrangements? YES NO

2.1.5 Three (3) quotes must be provided for all international air tickets and conference bookings. In case of air

tickets, DPME preferred carrier/ route must be quoted, as well as two other cost effective alternatives.

2.1.5.1 Do you agree to provide three (3) quotes for all international air tickets?

YES NO

2.1.5.1 Do you agree to provide three (3) quotes for all national / international conference bookings?

YES NO

2.1.6 Cost Savings are important to DPME.

2.1.6.1 Do you agree to provide two quotes (2) for domestic air travel bookings?

YES NO

2.1.6.2 Do you agree to provide two (2) quotes for all car rental bookings?

YES NO

2.1.6.3 Do you agree to provide three (3) quotes for all conference bookings?

YES NO

2.1.7 DPME requires the successful bidder to handle all complaints immediately and in a professional manner.

2.1.7.1 Do you have a formal complaints handling procedure? YES NO

Provide more detail. Attach as Annexure L.

2.1.8 How do you ensure quality control in the booking process? Explain both automated and manual processes.

Attach as Annexure M.

3. ACCOUNTING PROCEDURES

3.1 Copies of approved Official Transport Request order forms should be attached to all invoices.

3.1.1 Can you commit to attaching a copy of the relevant order form and supporting documents supplied to each invoice?

YES NO

3.2 Copies of supplier invoices, signed by the traveller, including all supporting documentation (e.g. restaurant

bills, parking receipts, etc.) should be attached to your invoices. Order numbers should reflect on the travel agency’s invoice.


3.2.1 Can you ensure that all supplier invoices and documents will be attached?

YES NO

3.3 All invoices should contain as much detail as possible. Please indicate whether your invoices reflect the

following detail:

3.3.1 The name of the individual traveller YES NO

3.3.2 The date on which the service was utilized YES NO

3.3.3 Invoice number and DPME order number YES NO

3.3.4 Total cost of the service provided YES NO

3.3.5 VAT breakdown YES NO

3.3.6 Details of the service provided, for example routing and ticket number, bed and breakfast, one-day car rental, etc.

YES NO

Attach a copy of your invoice as Annexure N. 3.4 All travel transactions including but not limited to air tickets, travel insurance, accommodation and

conference bookings should be charged on a bill back system.

3.4.1 Do you commit to processing all travel transactions including, but not limited to air tickets, travel insurance, accommodation and conference bookings on a bill back system?

YES NO

3.5 Provide detail of your refund handling process. Attach as Annexure O.

3.6 What security measures are in place to prevent financial / security irregularities? Attach as Annexure P. 4. ACCOUNT MANAGEMENT 4.1 DPME requires the successful bidder/s to provide and account management service.

4.1.1 Can you offer a dedicated Account Management Service? YES NO

4.1.2 Can you assist with supplier negotiations? YES NO

4.1.3 Provide detail of what you are able to offer. Attach as Annexure Q.

5. MANAGEMENT REPORTING

DPME requires monthly reporting on its travel spend.

5.1 Can you deliver management reports on a monthly basis? YES NO

5.2 Are reports available electronically? YES NO

5.3 Do the reports include “detail per passenger“ information? YES NO

5.4 Do the reports include “detail on cost savings”? YES NO

5.5 Do the reports include detail on exceptions to the travel policy? YES NO

5.6 Do the reports detail total monthly spend? YES NO

5.7 Do the reports provide detail on monthly spending per airline, hotel and car rental supplier?

YES NO

5.8 Are you able to report Year-to-date information, in line with DPME’s financial year (April to March)?

YES NO

5.9 Provide examples of all available reports. Include as Annexure R.


6. EXPERIENCE Bidder must have minimum 5 years’ experience in operating as a travel agency and the proposed staff assigned to DPME must have minimum 3 years’ experience in working at a travel agency.

6.1 Do you have minimum 5 years’ experience in operating as a travel agency? Evidence attached as Annexure C

YES NO

6.2 Does the proposed staff have minimum 3 years’ experience in working at a travel agency? Evidence attached as Annexure C

YES NO


ANNEXURE D (compulsory - must be filled by all prospective service providers) SERVICE FEES - List services fees in South African rand (include VAT)

Services required

Call - Centre ( All inclusive )

Online (All inclusive )

Air Tickets

International

Regional

Domestic

Charters

Accommodation

International

Regional

Domestic

Point to point transfers

Chauffer service

Change of booking fee

Air tickets

Accommodation

Car hire

Airport Parking

Point to point transfers

Chauffer service Conferences and Events Venue booking only Full service Other Air ticket refunds Visas After hours call centre bookings Notifications SMS E-mail Reports Grasp Realtime Reporting 700 Standards Reports Benchmark Reporting Electronic Management Reporting Electronic acc recon & matching ( up to 200 transactions a month )

Electronic acc recon & matching ( over 200 transactions a month ) Electronic voucher retrival ( via smartphone or web ) Standard travel management report Card matching per car per month


Other Services Bill back to travel agent / supplier Paper trail Client invoice Hub – Web E-Tracker – Auto Refund KDS Online Booking Tool – per PNR Agent Assistance with SBT KDS Setup Cost Consultant assistance – domestic booking Consultant assistance – regional or international booking Destination advice for international travel Duty of care and travel risk management Supplier negotiations Travel policy review and audit Travel co-ordinators workshops and training Bill back Merchant fee at 2.5% VIP surcharge per booking Pre-payments Self – booking tool setup Any other services that will be billed not mentioned above All documentation included in and referred to in the tender documentation pack (SBDs, tax clearance certificate, B-BBEE certificate etc.) must be attached as Annexure E.


ANNEXURE S QUESTIONNAIRE

(As per Functional

Evaluation Criteria) Please indicate compliance (Yes / No) and

substantiate

Generic System Question

Does the system work on devices such as I-Pads and smart phones?

Is the system owned and

operated by you?

Does the system deal with

direct integrations?

Travel Policy

Can the SELF-BOOKING TOOL

have vendors shown out of

policy and not bookable by the

user?


have vendors shown out of

policy, but bookable by the user

that will automatically trigger

workflow approval, motivation

as to why it’s out of policy and

highlight the alternative options

to the authorizer?

How are in policy and out of

policy options differentiated on

the availability presented?


If an out of policy vendor

reservation is authorized, how

can this information be captured

into the SELF-BOOKING TOOL

for complete itinerary viewing

and reporting purposes?

Booking Process

Does the SELF-BOOKING TOOL have a quoting system? Explain

Explain the error management

process when tickets fail to

issue or travel documentation

not produced or lodged card

swipes fail.

Is the system completely

automated?

Can travel documents be

produced electronically?

Can the system upload

documents, (eg. internal

approval documents) or

Can the system include an

electronic approval process

prior to actual online booking

being started?

Navigation

• Can users easily navigate

between sectors?

• Does the system cater for

domestic multi-leg

bookings?

Does the SELF-BOOKING

TOOL allow for holding tickets?


Does the system deal with

automated documentation for

Air tickets, Road transport,

Accommodation, Parking? (no

consultants touch the booking)

How is “no availability”

displayed?

Can offline bookings be

incorporated into the booking

process?

Can Users make the

reservation offline?

Can Consultants make the

reservation?

Whilst a trip planned is pending

approval, are proposed

reservations held with the

following vendors? Participating

transfer vendors, Participating

accommodation vendors,

Participating road transport

vendors, Domestic mainline

carriers, Domestic low cost

carriers

Can reservation changes be

facilitated online for all the

following vendor categories?

Participating transfer vendors,

Participating accommodation

vendors, Participating road

transport vendors, Domestic

mainline carriers, Domestic low

cost carriers


Are all category changes made

tracked

Unused ticket management.

How does the SELF-BOOKING

TOOL deal with unused tickets?

Workflow Approval:

Can the system have multiple

approvers?

Can the system support multiple

approval groups?

Does the system support SMS

approval?

Please explain emergency

booking approval in the SELF-

BOOKING TOOL?

Once a booking has been

ticketed, can additional

elements be added?

If a booking is changed, will it

reroute for approval and, if so,

under what circumstances?

How does the approver make

an informed decision when

approving?

Transfers


systematically facilitate transfer

reservations with any vendor?

When a reservation has been

secured outside of the system,

please outline at a high-level

how the reservation information


can be captured into the SELF-

BOOKING TOOL for complete

itinerary viewing and reporting

purposes?

Can the system allow multiple

travelers in a transfer?

Accommodation

Please outline how the SELF-

BOOKING TOOL systematically

facilitates accommodation

reservations with guest houses

and bed and breakfast

establishments not presented

on any open central reservation

system?

When, due to availability

constraints at an

accommodation vendor that is

accessible via the SELF-

BOOKING TOOL, a reservation

has been secured outside of the

system, please outline at a

high-level how the reservation

information can be captured into

the SELF-BOOKING TOOL for

complete itinerary viewing and

reporting purposes?

When a reservation has been

secured outside of the system

due to vendor non-participation

in the SELF-BOOKING TOOL,

please outline at a high-level


how the reservation information

can be captured into the SELF-

BOOKING TOOL for complete

itinerary viewing and reporting

purposes?


systematically facilitate

accommodation reservations

with non-listed B&B vendors?

Elaborate on how a bill-back

facility will be supported.

Is there any automated system

to handle invoices?


accommodation bookings in

one transaction, i.e. different

hotels for different travellers OR

different hotels for one traveller

in one booking?

How do you list a new vendor

on the system?


TOOL support pictures of

properties?

Does the system have any user

feedback on properties?

How does the matching of the

Order to the Invoice occur

within the system?

Can the system provide


separate quotes for dinner, bed

and breakfast?

Is it clear when breakfast or

dinner is included in the price

quoted for “bed”?

Road Transport

Can multiple pick up and drop

off locations be supported within

the SELF-BOOKING TOOL?


cars booked for multiple

travelers in a single booking?

When, due to availability

constraints at a car rental

agency that is accessible via

the SELF-BOOKING TOOL,

how does the system support

guaranteed availability?

Can the system highlight

between vendors, who are the

cheapest by amount of

kilometers included in the

negotiated rate?

How does a reservation that has

been secured outside of the

system get into the online

SELF-BOOKING TOOL?

Can extras be booked, such as

GPS, additional drivers etc…?

How does a car invoice get


compared to the Order within

the system?

How does the system compare

between road travel company

rates?

Air


systematically facilitate name

changes to low cost carrier

tickets?

How are cancelled mainline and

low cost carrier tickets managed

systematically?

How are unused mainline and

low cost carrier tickets tracked

& applied for reuse

systematically?

Multiple flights one booking


TOOL allow for a return flight, a

single airline to be booked one

way and a separate airline to be

booked coming back, in one

booking?

How does the SELF-BOOKING

TOOL control specific

requirements for multiple

travelers?

How does the system control


pre-seating and seat maps?

Profiles

Who maintains user access?

Are there levels of

administrative rights?

Can the system handle seating

preferences?

Reporting

Does the system provide real

time reporting?

Is the reporting provided

available to Government

directly?

An order is made up of air, road

transport and accommodation.

Accounts will be received at

different times. What reports

can be provided to monitor

1. All the transactions relating

to the order

2. What has been paid and

what is outstanding.

Fulfillment

Outline the fulfillment process.

Where would human

intervention be necessary and

how would this impact on the

cost?

Training


Do you provide online training?

Government proposes to adopt

a train-the-trainer approach.

What are the related costs and

time investment?

Billing Process

Explain the billing process for

SELF-BOOKING TOOL fees.

Explain how bill-backs are

integrated into the SELF-

BOOKING TOOL for reporting

purposes.

Explain how lodged card

transactions are reconciled.

Hierarchy

How are amendments to

hierarchies managed?

Data Security

Elaborate on measures taken to

secure our data

Are secure links used for

payment transactions?

How are lodged card details

stored? Is the data encrypted?

Further Requirements of the Electronic Solution

State average and maximum

actual system response time for

a complete travel booking,


which includes a road transport,

airline ticket, and

accommodation booking

Application to provide a

historical record/audit trail of

each administrative change that

occurs within the application

The application must have

easily understood system

messages.

The application must have the

ability to assign specific tasks /

functions to specific

administrative roles.

Describe how your solution is

able to securely authenticate

and encrypt any interface to or

from your solution.

The application must be able to

receive an approved Order to

trigger the bookings process.

The system should have an

automatic reconciliation facility

(Lodge Card Reconciliation) to

match service provider invoices

to authorized Orders to

accommodate payments. (only

exceptions should have to be

handled manually by staff)

The application must be able to

cater for after the fact costs

0


(such as mileage on car rentals,

fuel on car rentals, S&T claims).

Must have a tolerance level for

where the invoice value is

different from the Order value

by a configurable amount.

(Applies especially to

accommodation and road

transport).

Onsite support to be available.

The application must offer a

report to indicate the savings

lost due to the booking being

made/not being made within a

certain timeframe before

departure (based on historical

values for the same

transaction).

Must offer reporting of

automated refund tracking as

well as unused ticket reporting.

Must have pre-defined and

user-defined reporting

capabilities with a drill down

capability to allow the easy

creations of a comprehensive

suite of management reports.

Have a report per traveler,

which indicates the duration of

stay, type of accommodation

(such as Bed and Breakfast),


and whether or not the traveler

actually travelled.

Have a report per user, which

indicates significant actions

taken by the user (such as

travel booker creation,

approvals, workflow changes,

etc.)

Must have the ability to

customize the reporting suite

according to Government's

requirements.

Must have the ability to export

reports into a variety of formats

(such as PDF, HMTL, and

CSV).

Must allow for on-demand / ad-

hoc / scheduled reporting.

Government must own our

travel data.

Controls must be in place to

protect the data.

Must support the capture of a

reason for travel at the time of

making a booking.

Provide the missed savings

calculated on all sectors

Is there benchmarking in the

SELF-BOOKING TOOL?

How do you intend to support


DPME with online transactions?

How do you intend to support

DPME with offline

How do emergency requests

get handled?

Propose how best to roll out the

solution to all the various

elements of DPME?

Will the system flag and prevent

duplicate invoices and

bookings? and how?

standard documents to be submitted for all bids … 2015... · 2015. 6. 26. · head of supply...

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