the south african national roads agency limited rfp no · pdf file1 #2187301...

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#2187301 HO/CS/1007/2015/01 VOLUME 1 September 2015

THE SOUTH AFRICAN NATIONAL ROADS AGENCY LIMITED

(SANRAL)

RFP No. HO/CS/1007/2015/01

VOLUME 1:

FOR THE PROVISION OF COMMUNICATIONS, PUBLIC

RELATIONS, CONTENT GENERATION AND STAKEHOLDER

RELATIONS SERVICES

…

THIS DOCUMENT COMPILED BY:

The South African National Roads Agency Ltd

48 Tambotie Avenue

Val de Grace

Pretoria

0184

Tel: (012) 844 8000 Fax: (012) 844 8200

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TABLE OF CONTENTS PAGE RFP NOTICE AND INVITATION ............................................................................................ 3

REQUEST FOR PROPOSAL ................................................................................................. 5

1. OVERVIEW 5 2. BACKGROUND 5 3. SCOPE OF THE WORK 6 K INTERSHIP FOR GRADUATES/CANDIDATES 13 4. GENERAL CONDITIONS 15 5. PROPOSAL CONTENT 17 6. PROPOSAL EVALUATION AND SELECTION 19 7. PROPOSAL RULES 25

RFP RETURNABLE SCHEDULES

APPENDIX A: PROFORMA LETTER OF APPLICATION FORM A: CERTIFICATE OF AUTHORITY FOR SINATORY FORM B: COMPULSORY ENTERPRISE QUESTIONNAIRE FORM C: SCHEDULE OF VARIATIONS OR DEVIATIONS FORM D: SCHEDULE OF ADDENDA TO RFP FORM E: TAX CLEARANCE CERTIFICATE FORM F: DECLARATION OF INTEREST (SBD4) FORM G: DECLARATION OF PROPOSER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES FORM H: DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES (SBD 8) FORM I: CERTIFICATE OF INSURANCE COVER FORM J: TEAM DETAILS FORM K: CURRICULLUM VITAE TEMPLATE FORM L: BEE VERIFICATION CERTIFICATE FORM M: LITIGATION HISTORY FORM N: CERTIFICATE OF INDEPENDENT BID DETERMINATION (SBD9) FORM O: DECLARATION OF TENDERER’S CURRENT STATUS OF ANY DEBT

OUTSTANDING TO SANRAL APPENDIX B: GENERAL CONDITIONS OF CONTRACT

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REQUEST FOR PROPOSAL NOTICE AND INVITATION

RFP NO: HO/CS/1007/2015/01

REQUEST FOR PROPOSALS FOR COMMUNICATIONS, PUBLIC RELATIONS, ADVERTISING, MEDIA-BUYING, WEBSITE AND HOSTING,

SOCIAL MEDIA AND BELOW THE LINE SERVICES

The South African National Roads Agency Limited (SANRAL) invites proposals from qualified Service Provider/s to enter into an agreement for the provision of the following services: Volume 1: Provision of communications, public relations, content generation and stakeholder relations services. Volume 2: Provision of Advertising, Marketing and Media Buying Services. Volume 3: Design and construction of SANRAL’s corporate website, hosting, support and digital media services including social media management Volume 4: Provision of below the line and outreach services. Service providers have the option to bid for a single Volume, or all Volumes, or any combination thereof listed above. Each Volume must be submitted as a separate proposal and be fully compliant with the tender requirements. The agreement will be for a base period of three (3) years from the date of award, with the option to renew at the sole discretion of SANRAL for a further period of eighteen months (18) by mutual agreement providing the pricing, terms and conditions remain the same for any additional period as agreed upon between SANRAL and the successful tenderer. The provision of each of these services will be for the period commencing on 1 December 2015 to 1 December 2018. The South African National Roads Agency Ltd is committed to transformation, employment equity and staff advancement, supporting broad based black economic empowerment and small medium micro enterprises. The primary criteria in selection, apart from costs, will be the degree to which the Service Provider/s can demonstrate relevant knowledge and expertise as well as the Service Provider/s equity profile of management, ownership and implementation as required in the industry specific charter for this proposal. Preference will be given to Service Provider/s who comply with the criteria stated in the Request for Proposal (RFP) The RFP will be available for download on the SANRAL website www.nra.co.za as of Wednesday, 23 September 2015. A compulsory briefing session with representatives of SANRAL will take place at SANRAL’s Head Office, 48

http://www.nra.co.za/

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Tambotie Avenue, Val de Grace, Pretoria on Tuesday, 29 September 2015 starting at 09h00. Electronic versions of the RFP will be made available at the compulsory briefing session. SANRAL reserves the right to award the Request for Proposal as a whole or in part and is under no obligation to accept the lowest or any proposal. The closing time for receipt of proposals is Monday, 12 October 2015, at 14h00. The proposal closes at the SANRAL’s Northern Region Offices at 38 Ida Street, Menlo Park, Pretoria. The GPS co-ordinates to this office are as follows: S25°46’44.7’ E028°16’29.3” Telegraphic, telephonic, telex, email, facsimile and late proposals will not be accepted. Queries relating to this RFP may be addressed to Ms Priya Pillay Tel: No (012) 844 8046 Fax No (012) 844 8200 Email: [email protected]

mailto:[email protected]

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REQUEST FOR PROPOSALS

1. OVERVIEW

The South African National Roads Agency Limited is soliciting proposals from qualified Service Provider/s to enter into an agreement for the provision of Communications, Public Relations, Content Generation and Stakeholder Relations Services. The agreement will be for a base period of three years (3) from the date of award, with an option to renew purely at the discretion of SANRAL. 2. BACKROUND The South African National Roads Agency SOC Limited, generally known as SANRAL, is an independent, statutory company registered in terms of the Companies Act. The South African government, represented by the Minister of Transport, is the sole shareholder and owner of SANRAL.

SANRAL operates in terms of its founding legislation, The South African National Roads Agency Limited and National Roads Act (Act No. 7,1998). It is governed by a Board of directors, whom are appointed by the Minister of Transport; the Chief Executive Officer, and a representative of the Minister of Finance.

SANRAL has a distinct mandate – to finance, improve, manage and maintain the national road network (the “economic arteries” of South Africa). SANRAL introduced and consolidated the concept of Public Private Partnerships that culminated in the internationally acclaimed Maputo Development Corridor.

SANRAL is committed to carry out its mandate by protecting and preserving the environment through context-sensitive solutions.

SANRAL will continue to support the development of South Africa’s human capital through tertiary institutions and cooperative governance.

SANRAL has two primary sources of income. Non-toll roads are funded from allocations made by the National Treasury. Toll roads are funded from borrowings on the capital and money markets – bonds issued on the Bond Exchange of South Africa (BESA) in the name of the South African National Roads Agency Limited, or through the concessioning of roads to private sector consortia.

SANRAL actively participates in communities across South Africa. SANRAL has a corporate centre in Val-de-Grace, Pretoria and four regional locations across the country. The regional offices are located in Menlyn, Pretoria;Pietermaritzburg; Port Elizabeth and Bellville, greater Cape Town.

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3. SCOPE OF WORK The South African National Roads Agency SOC Limited (SANRAL) is soliciting proposals from Service Provider/s that will offer the following communications, public relations, content generation and stakeholder relations services for its Toll and Non-toll network. SANRAL requires the service provider/s to have two teams - one team dedicated to services for the Toll network and another team dedicated to the services for the Toll and non-toll network.

3.1 BROAD SCOPE OF WORKS The broad scope of work includes strategic planning, strategic counsel, brand positioning, stakeholder relations, media relations, crisis management, media monitoring, and content generation (including conceptualization, research related to subject under consideration as necessary, writing, editing and proofreading for both internal and external platforms). The service provider(s) will be expected to deliver on the following:

Develop sustainable communication programmes and plans for all the SANRAL pillars of operations (engineering, technology, road safety, community development, governance and finance, environment, sustainability and job creation, and employees).

Develop, in consultation with SANRAL’s concessionaires, a communication programme and plan for the agency’s toll road portfolio.

Work in conjunction with SANRAL and its key partners, including the national Department of Transport, to improve the agency’s outreach and communication efforts.

Keep the public informed about SANRAL’s programmes and projects. Work in sync with all other SANRAL Communication service providers to ensure a seamless service and integrated communication strategy.

Train SANRAL staff on media engagement where necessary.

Provide advice to SANRAL executives on media and stakeholder relations issues.

Develop media talking points, story angles and timely messages.

Conceptualise and organise high exposure media debates which provide SANRAL’s perspective a fair hearing.

Draft and disseminate news releases.

Write, edit and proofread content to be used on various internal and external communication platforms.

Conceptualise, draft and place thought-provoking opinion pieces that relate to SANRAL’s work and roads policy in general.

Provide media monitoring and analysis so as to give insight into how media and other opinion leaders are responding to SANRAL’s messages.

Monitor the media daily with the intention to respond as timeously as possible.

Develop a stakeholder engagement strategy (SES) for SANRAL.

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Work with the stakeholder manager in translating the SES into a stakeholder engagement plan, advising on the way the agency engages with and communicates to key stakeholders.

Must follow SANRAL’s SCM rules for third party services.

It is the responsibility of the successful agency to initiate, develop and maintain the synergy with the other SANRAL communications service providers to ensure effective implementation and cohesiveness for it to work. The successful PR agency should gain an in-depth understanding of SANRAL, the brand, corporate identity, challenges and strategic objectives. ________________________________________________________________ DEFINING OF KEY CONCEPTS

Publication Creative units Provide the conception and development, as well as copywriting for publications.

Media Brief The successful agency’s recommended considerations for campaign media development, including the media budget, flighting, messaging parameters and target audience(s) where necessary for public relations to be effective.

Media Plan Each media plan will include amongst others:

- Review of selected media parameters (how something is done and/or what can be done).

- Strategic direction. - Include all responses to what, where, how, why, when of an

event/activation. - Written rationale for each media vehicle. - Stakeholder information, aspects on earned media, paid media (where

necessary). - Objectives. - Media to be invited with supporting documentation.

SANRAL’s Team The SANRAL Communication’s team remains the primary communications point for the successful agency. The relevant SANRAL authorised personnel will provide final signoff on all cost estimates, invoices, strategies, plans, publications and stakeholder plans and activities as well as the execution of strategies and implementation plans. ________________________________________________________________ A. SPECIFICATIONS FOR COMMUNICATIONS AND PUBLIC RELATIONS

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Develop a public relations (PR) and corporate communication strategy and plan for SANRAL with the key objectives to build media relations, reputation management and to establish SANRAL as a resource for national road infrastructure information. A1.1 The scope of work includes: A1.1.1 Development of a clear PR strategy for SANRAL’s business that

includes the Toll and non-toll road network. A1.1.2 Development of an action plan with linking information for an

effective communications plan to build a base of media interested in road infrastructure, and transport.

A1.1.3 Develop strong communication tools that provide a foundation for an on-going PR program.

A1.1.4 Develop relationships with leading third-parties and key opinion leaders.

A1.1.5 Draft, write, proof read and edit all articles, press releases, blog pieces and related information about SANRAL’s business, its activities including the contribution it makes to socio-economic development of South Africa for various platforms.

A1.2 Media A1.2.1 Media Relations: A1.2.1.1 Develop and maintain effective working relations with editors,

journalists and media outlets both nationally and provincially, particularly in areas with high profile projects.

A1.2.1.2 Create and maintain the SANRAL national, regional and local media list, including specialised publications related to engineering, environment, transport and SA political reporters, among other beats.

A1.2.1.3 Support SANRAL’s in-house communications team/staff in fielding and managing media outreach and enquires.

A1.2.1.4 Compile and distribute relevant news clips relating to SANRAL’s business and activities/news related to its business, including toll and non-toll roads on a daily basis (at least twice a day) with recommendations where responses are deemed necessary.

A1.2.1.5 Provide recommendations resulting out of the media monitoring review and, in instances where the subject matter is known or where not known. Research the subject matter to provide a detailed response.

A1.2.1.6 Depending on the issues at hand, media clips are provided with recommendations from Monday to Sunday including holidays.

A1.2.1.7 Source and manage the media monitoring services for the duration of the contract with approval by SANRAL.

A1.2.1.8 Provide a media analysis on a monthly basis and where necessary on a project basis.

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A1.2.1.9 Create and maintain a press release calendar of upcoming announcements – 6 months in advance.

A1.2.1.10 Create and maintain a pitch calendar (who would we target and what would be the angle of the story – pro-active media calendar).

A1.2.1.11 Develop and implement strategies relating to daily newspaper editorial boards and letters to the editor.

A1.2.1.12 Create special events, such as press conferences, and manage all aspects including media relations, audio-visual support, staging, programme agenda, and collateral material.

A1.2.1.13 Prepare senior management as well as project managers for media interviews and provide media relations training to senior staff and management and the board of directors if necessary.

A1.2.1.14 Arranging high exposure media debates which always give SANRALs story a fair hearing and brief positive PR.

A1.2.1.15 Prepare detailed briefs for the relevant personnel interacting with the media.

A1.2.1.16 Initiate or assist in writing media advisories, media statements, press releases, good news stories and other documents for distribution to the media.

A1.2.1.17 Initiate or assist in writing documents that identify and prepare for timely issues relating to SANRAL and or projects.

A1.2.1.18 Conduct media outreaches around SANRAL projects and events to keep public informed about SANRAL’s work and progress.

A1.2.1.19 Leverage existing meetings and other events to attract media attention to SANRALs projects.

A1.2.1.20 Initiate educational programmes that will result in on-going media attention about SANRALs projects.

A1.2.1.21 Writing key media messages for SANRAL and its projects. A1.2.1.22 Generate content for internal and external publication, including op-

eds, the SANRAL blog and other platforms, with all the content approved by SANRAL.

A1.2.1.23 Participate in weekly status meetings and reviews with SANRAL and internal teams. Ensure that status reports timely are updated and distributed prior to the weekly status meetings.

A1.2.1.24 Collaborate with the teams across disciplines. A1.2.1.25 Ensure proper coordination with the other SANRAL service

providers resulting in an integrated PR approach and strategy for SANRAL.

A1.2.1.26 Accurately manage and track spend, providing accurate and timely monthly billing book and accrual reports.

A1.2.1.27 Familiarise its employees assigned to the SANRAL account with SANRAL’s business, products, services, advertising and media plans that other service providers may produce.

A1.2.1.28 Develop multi-media releases and profile them accordingly on various platforms including traditional media and digital.

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A1.2.1.29 Demonstrate an understanding of SANRAL to the Communications Team and both the toll and non-toll road portfolios that it manages.

A1.2.1.30 Develop multi-media releases for the website and to place on other digital and social media platforms.

A1.2.2 Media Training and media Interviews: A1.2.2.1 Work with SANRAL to identify candidates (board; executive; project

managers, etc.) for media training, including advanced media training.

A1.2.2.2 Identify and coordinate media training session(s). A1.2.2.3 Prepare briefing and follow up documents for every

interview/debate session that SANRAL staff may be profiled/interviewed.

A1.2.3 Media Materials: A1.2.3.1 Prepare a SANRAL press kit, which may include but is not limited

to a SANRAL profile, project specific background, SANRAL staff bios and a list of frequently asked questions together with other SANRAL material relevant to the activity.

B. SPECIFICATIONS FOR CONTENT GENERATION B1.1 Source, write, edit proofread and prepare (where necessary

research) all content for SANRAL’s owned-publications (print and online) including By the Way; N-Route; Inroads; blog and other publications like quarterly newsletters, leaflets, pamphlets and other printed material (such as the pillar specific and regional supplements) that will be made available to stakeholders and road users.

B1.2 Edit and proofread all content for SANRAL’s publications including Annual Report and other publications that will be produced for the duration of the contract.

B1.3 Ensure timeous approval of information by SANRAL so that the approved material reaches SANRAL’s target audiences in time.

B1.4 Ensure a dedicated staff to edit and proofread all SANRAL’s information for its print; electronic and digital platform publications.

B1.5 Ensure a dedicated, experienced staff to edit and proof read all information for SANRAL’s publications like the Annual Report and other major publications.

B1.6 Translation of material into any of the official languages as and when required.

C. SPECIFICATIONS FOR STAKEHOLDER RELATIONS C1.1 Development of a stakeholder relations strategy and an

implementation plan. C1.2 Understanding of the various environments that SANRAL operates

within including the perceptions of its stakeholders.

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C1.3 Review of the current stakeholder management strategy and where required enhance the existing strategy and/or the development of a new stakeholder management strategy for approval.

C1.4 Identification of stakeholders nationally using the AA 1000 Stakeholder Engagement Standard.

C1.5 Develop a stakeholder database. C1.6 Develop a stakeholder engagement methodology with a structured

and systematic stakeholder implementation plan with each of its stakeholder segmented markets for approval.

C1.7 Assist in the implementation of the stakeholder engagement plan. C1.8 Develop a mapping of the stakeholders. C1.9 Track all stakeholder engagement initiatives and how these can be

improved. C1.10 Full briefing documents prior to the engagements. C1.11 Draft reports after each stakeholder sessions. C1.12 Debriefing sessions post each session. C1.13 Develop tool kits for the implementation. C1.14 Develop a check list of engagements. C1.15 Develop engagement boundaries per event/activation. D. ADDITIONAL LIST OF DELIVERABLES: D1.1 Media management plan. D1.2 Assist in conceptualising and management of media tours

approximately nine (9) per year in different locations nationally. D1.3 Drafting and finalising of FAQ’s on different projects. D1.4 Media response database (who responded to, question and what

was the response) for projects. D1.5 Media log during crisis situations and the proper storage of the

information. D1.6 Reputation management strategy and implementation plan with

monitoring tools and analysis thereof. D1.7 Crisis management strategy and implementation plan with

monitoring tools and analysis thereof. D1.8 Manage and deliver monthly performance reports to SANRAL. D1.9 Translation of all work (English, Afrikaans and African languages). D1.10 Copywriting (English, Afrikaans and African languages) and proof

reading materials. D1.11 Turnaround times and processes to be identified in the scheduling

reports. D1.12 Conduct research on a national or regional specific level and adjust

strategies accordingly. E. DELIVERY AND TRAVEL E1.1 Delivery as and when required E1.1.1 As and when necessary as per pricing schedule.

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E1.2 Travel as and when required E1.2.1 All disbursements paid per invoice. E1.2.2 Travel to meetings at SANRALs Office’s must be included in rate

per hour. F. CRISIS MANAGEMENT F1.1 Review current crisis management plan and establish a process to

ensure that crisis are effectively anticipated (planning), managed (response) and evaluated (recovery).

F1.2 Successful agency must be available on a 24-hour basis by telephone and email during a crisis situation and face-to-face when necessary.

G. MONITORING AND EVALUATION G1.1 Monitoring and evaluation includes regular listening to the voice of

the public through media monitoring (includes traditional media and digital as well as community media).

G1.2 Evaluation of results of our activities and revision of a communication plan accordingly, in order to be even more successful in achieving communication goals.

H. Act as primary contact for SANRAL’s team, channelling questions and requests using the SANRAL press office email address. ________________________________________________________________ I. OTHER TENDER SPECIFICATIONS AND REQUIREMENTS I1 Programme Administration I1.1 Participate in daily update calls. I1.2 Prepare a monthly report of activities linked to expenditures, due on

the last day of each month. I1.3 Participate in a monthly strategy meeting with SANRAL team to

assess accomplishments and financial status and to plan for the coming month.

I1.4 Create and maintain a project tracker of activities which must include audience and budget allocations linked to the achievements of the strategic objectives that SANRAL’s communications team has as deliverables.

I1.5 Attend SANRAL-related meetings (e.g. project specific meetings.) I2. Account Management and Work Flow:

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I2.1 Issue status reports for all projects including but not limited to project description, current status, next steps, timelines and due dates.

I2.2 Screen and quality check work before presentation to SANRAL (on brief, strategy and implementation).

I2.3 Submit work for approval by SANRAL. I2.4 Prepare and submit cost estimates timeously. I2.5 Prepare and submit campaign timing plans. I2.6 Obtain sign-off from authorised SANRAL representative. I2.7 Issue invoices and statements timeously. I2.8 Manage and resolve financial queries with third parties as well as

with SANRAL’s finance department. I2.9 Manage third party suppliers where necessary. I2.10 Oversee the application of and adherence to Corporate Identity. I2.11 Develop and maintain a database with all work produced for

SANRAL. This database of information will be handed over to SANRAL on a yearly basis.

J.PRICING SCHEDULE See Appendix F All prices should include any other related costs, including costs for travel to attending meetings at SANRAL offices. It is also expected that bidders should also in their pricing make allowance for the potential increase that may arise. The prices should be firm for the duration of the contract, as no price increases will be allowed. K. INTERSHIP FOR GRADUATES/CANDIDATES The Participant would be required to provide internship to young graduates/candidates pursuing a career in Public Relations and Stakeholder Relations in order to assist them to fulfil their professional status. This shall include, but is not limited to; internship to graduates seeking in-service training in order to allow them to achieve professional status. The internship shall endure for the duration of the tender and terminate at the expiry thereof.

The Participant shall during November each year provide an internship plan to the SANRAL for approval, and shall thereafter extend invite to graduate/candidates seeking in-service training in Public Relations and Stakeholder Relations. This shall include, but not be limited to selection/identifying deserving graduates/candidates, monitoring the progress of candidates, mentoring and coaching, and ensuring the work provided to them meets with the professional standard as may be applicable. The Participant shall note that performance against the internship plan shall be discussed at monthly meetings and that penalties shall apply for a lack of performance and diligence on the part of the Participant.

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Training shall be funded by means of the 2% (two percent) of the tendered cost, as well as any provision made as part of the “Pricing Schedule”. L. SUPPLY CHAIN MANAGEMENT REQUIREMENTS The Participant must note that the requirements of various policies and legislation governing supply chain management are applicable to the Employer and also to the Participant. Only the goods and services for which the participant engages its own subcontractors and suppliers, and in which the Employer has no specific interest, are not subject to the SCM legislation and the policies of the Employer. The appointment of Third Parties, subcontractors and contractors is subject to the requirements of the Policy on Supply Chain Management adopted by the Board of Directors of SANRAL, and all Government policy and legislation concerning procurement. The participant shall not consider and apply any one, or any portion of any one of the applicable policies and legislation in isolation of any other part, but shall deal with procurement under this RFP, taking the full suite of policies and legislation into consideration at all times. For the convenience of the participant, the following legislation and policies are provided, but must not be considered to be a complete list of all applicable legislation and policy;

The Constitution of the Republic of South Africa, Act 108 of 1996

the Competition Act, Act 89 of 1998

Public Finance Management Act, Act 29 of 1999,

Policy on Preferential Procurement Framework Act, Act 5 of 2000

Promotion of Administrative Justice Act, 3 of 2000

Promotion of Access to Information Act 2 of 2000

Municipal Finance Management Act, Act 56 of 2003,

The Broad- Based Black Economic Empowerment Act, Act 53 of 2003

Policy to Guide Uniformity in Procurement Reform Processes in Government, 2003

Supply Chain Management – A Guide for Accounting Officers / Authorities, 2004

The Prevention and Combating of Corrupt Activities Act, Act 12 of 2004

Treasury Regulations, 2005

Regulations of the Policy of Preferential Procurement Framework Act, 2011

Policies adopted by the Board of Director of SANRAL

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It must also be noted that as of 2005, various Practice Notes and Instructions were issued by National Treasury that further regulates SCM practices.

4. GENERAL CONDITIONS: 4.1 General Terms

This Request for Proposal is issued in terms of the Public Finance

Management Act 1 of 1999 (PFMA), the Preferential Procurement Policy Framework Act 5 of 2000 (PPPFA), and Supply Chain Management Regulations issued by the National Treasury.

Parties wishing to submit proposals are required to indicate that they are

willing to accept the General Conditions and Procedures contained in this document. Please read this document carefully prior to submitting your proposal.

4.2. The Proposal format

4.2.1 Economy of proposal preparation

The proposal should be prepared simply and economically, providing a straightforward, concise description of the bid participant’s ability to meet the requirements of the proposal request. Extravagant proposal preparations will receive no extra evaluation credit. Clear factual responses are required. The content of the proposals shall determine the merit of each participant, not brochures or other marketing materials. To facilitate the review of proposals, participants are required to organise their responses according to the format prescribed in this document. Should a participant wish to provide additional information, that information should be referred to and included in a file of Annexures.

4.2.2 Validity of proposals

The proposal must be valid for at least one hundred and eight days (180) days from the due date for the responses to be submitted.

4.2.3 Number of proposals

Each bid participant must provide one original hard copy (1) and three (3) copies of their entire proposal, including all the documentation referred to in this document, in the format as specified. These will

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become the property of the SANRAL, and will not be returned. Receipt of all proposals will be recorded in a register at the point of receipt. One copy must be signed and dated in ink by the bidder or authorized representative of the bidder and initialled on each page.

4.3 Submission of proposals

4.3.1 The two envelop system is applicable in terms of the RFP. The participants shall place and seal the proposed costing as in terms of paragraph 5.2 listed in the RFP in an envelope marked “cost/financial proposal” and place the technical proposal, as per paragraph 5.1, including the returnable documents in an envelope marked “technical proposal”.

Proposals must reach the offices of the SANRAL as specified in the RFP Notice before 14H00 on Monday, 12 October 2015, and must be enclosed in a sealed envelopes which must have clearly inscribed on the outside:

(a) RFP No: HO/CS/1007/2015/01 Volume 1 (b) RFP for the provision of Communications, Public

Relations, Content Generation and Stakeholder Relations Services

(c) Closing date: 14h00, Monday, 12 October 2015

4.3.2 Proposals are to be submitted in the marked proposal box, in the reception area, of SANRAL’s Northern Region Office situated at 38 Ida Street,

Menlo Park, Pretoria. The proposal box will only be available for the depositing of proposals between 08h00 and 16h00 on weekdays only (excluding public holidays). 4.3.3 Please note that this RFP closes punctually at 14h00 on Monday, 12

October 2015. No late submissions will be considered under any circumstances whatsoever.

4.3.4 All the documentation referred to in this document must be submitted. The

documents to be submitted includes the invitation, The Scope of Works, the General Conditions, the Proposal Rules, all required forms, whether used or not, the General Conditions of Contract and the Proposer’s Proposal. Each page must be initialled by the Proposer or the Lead Proposer as the case may be. Failure to submit all the documentation referred to in this document may result in a submission being regarded as non-responsive, and not considered for evaluation.

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4.3.5 The SANRAL shall not disclose any details pertaining to the responses received to any other participants as this is regarded as confidential information.

4.3.6 Envelopes must not contain documents relating to any RFP other than RFP No HO/CS/1007/2015/01 Volume 1. Participants accept that the SANRAL shall not assume any responsibility for the misplacement or premature opening of the tender offer if the outer package is not sealed and marked as stated.

The participant may modify, correct or withdraw his RFP after submission of the proposal but before the closing time stated in the RFP; provided that the authorized signatory notifies the SANRAL in writing.

4.3.7 The responses to this RFP will be opened as soon as practicable after the expiry of the time advertised for receiving them.

4.3.8 Only participants that are short-listed after the evaluation process will be informed of the results of the submission evaluation process.

4.3.9 After the evaluation process is completed, the Evaluation Committee will draw up a shortlist of participants and require them to make a presentation to the Adjudication Committee. A minimum of 5 days’ notice will be given to relevant participants in advance of the presentation date.

5. PROPOSAL CONTENT:

5.1 Technical Content of Proposal:

Each technical proposal must contain the following:

Registered Name of Service Provider,

Address, and telephone number,

Full contact details of the principal member/officer of the Service Provider responsible for administration of the contract.

List of regional/branch office (if any)

Date since Service provider has been providing the services required in this Request for Proposal

List of all contract/work/services, indicating whether it is current or completed, provided to other clients in the past three (3) years

Proof of Public Liability cover (certified copy of Insurance Policy or original letter from underwriter confirming insurance) (only if required in terms of this Request for Proposal)

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Provide a detailed management and operational plan that the Service Provider propose to deliver the services/work/contract in terms of this Request for Proposal.

The management and operational plan should at least address the General and Specific requirements contained in this Request for Proposal.

The management plan must specify the Service Provider’s capability for bringing in additional resources, or personnel to meet the needs of SANRAL in an emergency situation. Identify where the resources will be obtained and the time required to make them available to SANRAL.

Submit a list of all office and locations as well the capacity of each to meet the requirements of this proposal including the time required at each to deliver in terms of the requirements of this Request for Proposal.

Provide information on those individuals assigned to work with SANRAL including a description of their experience in providing the services for similar organizations.

Provide a list of at least six (6) of the Service Provider’s clients comparable to SANRAL indicating the length of service of each account. SANRAL reserves the right to contact and/or visit any of these clients.

Provide a copy of the Service Provider’s most recent audited financial statements.

Provide a list of subcontractors, including addresses, qualifications and areas of responsibility (if applicable).

5.2 Cost Proposal Content: The cost proposal will be used in the evaluation of the Request for Proposal and will be used as a basis for the negotiated agreement. Each cost proposal should contain the following as a minimum:

Describe how SANRAL will be charged for the service required by providing a price structure. All charges must be specified and price separately.

Describe how SANRAL will benefit from cost savings by accepting the Service Provider’s pricing structure, including discounts, waivers, etc.

Provide various types of services or options, discounts and additional information that will allow cost savings towards SANRAL.

Provide Direct costs, discounts, benefits, availability of services (eg. 24 hours per day), including a toll free number or any other contact method to access these services

Describe and provide any Indirect costs

Describe any daily, weekly, monthly rates applicable to providing the service

Provide information on Sub contractors/consultants, if applicable

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6. PROPOSAL EVALUATION AND SELECTION:

6.1 Basis of Selection SANRAL will evaluate proposals and select the Service Provider on, inter alia, the following basis:

The Service Provider plan to assist SANRAL to meet its goals for the provision of the required services;

The ability of the Service Provider to meet the requirements of the Preferential Procurement Policy Framework Act. Prospective Service Provider/s must submit their shareholding structure. Bidders are encouraged to ensure that their bids include a significant BBBEE component.

The Service Provider’s relevant experience, qualifications and success in providing the goods and services outlined in this RFP;

The Firm's financial proposal as outlined in the RFP including discounts, service charges, other charges and fees;

The quality of the proposal, specifically, responsiveness to requirements and adequacy of information provided;

The quality and experience of the personnel/staff that will be delivering the services to SANRAL;

The contractual terms which would govern the relationship between SANRAL and the Selected Service Provider;

Any other factors relevant to the Service Provider's capacity and willingness to satisfy the SANRAL requirements.

6.2 Evaluation and Adjudication The evaluation and Adjudication of the Proposals will strictly be dealt with in terms of the PFMA, Treasury regulations and Supply Chain Management. An Evaluation Committee consisting of senior officials from the South African National Roads Agency Limited and complying with the SANRAL’s Supply Chain Management Policy will evaluate the bid proposals. The panel will each individually evaluate each of the proposals received against the criteria listed below. Technical and Financial proposals will be evaluated separately. It is therefore important that the two proposals are separated on submission. A recommendation from the Evaluation Committee will be forwarded to the Adjudication Committee of the SANRAL who in terms of SANRAL’s Supply Chain Management Policy will adjudicate and award the contract. 6.3 Test for responsiveness SANRAL shall determine, on opening and before detailed evaluation, whether each Proposal properly received:

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a) meets the requirements of this Request for Proposal b) has been properly and fully completed and signed, and c) is responsive to the other requirements of the tender documents.

A responsive Proposal is one that conforms to all the terms, conditions and specifications of the Proposal documents without material deviation or qualification. A material deviation or qualification is one which, in the SANRAL’s opinion, would:

detrimentally affect the scope, quality, or performance of the works, services or supply identified in the Scope of Work,

change the SANRAL’s or the Proposer’s risks and responsibilities under the contract, or

affect the competitive position of other Proposers presenting responsive tenders, if it were to be rectified.

SANRAL may reject a non-responsive Proposal, and not allow it to be subsequently made responsive by correction or withdrawal of the non-conforming deviation or reservation, unless it can be subsequently rendered responsive by correction that does not prejudice the other Proposers. 6.4 WEIGHT EVALUATION CRITERIA:

The preference points system as prescribed in the Preferential Procurement

Policy Framework Act will be applied as follows:

The 90/10 system for procurement exceeding R1 000 000-00

The weighting for evaluation is summarised below:

ADJUDICATION OF TECHNICAL PROPOSAL:

1. CAPABILITY: Infrastructure of Company, experience and capacity

Score -25

Organisational experience and capabilities Number of companies that similar scope of works has been carried out with detail

If >= 2 but < 3 0

If >= 3 but < 5 1

If >= 5 but < 8 3

If > 8 5

Managerial ability appropriate to the size and

If >= 5 years’ experience but < 8

1

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nature of the work: PR – minimum of two senior experienced strategists and two senior experienced media persons PR – two experienced teams leaders (toll and non-toll) -

If >= 8 years’ experience but < 10

5

If >=10 years’ experience but < 15

8

If >15 years’ experience 10

Qualifications and competence of key staff References of the staff that will be in the two teams for toll and non-toll

CVs with qualifications but not relevant to requirement

1

CVS are relevant to requirement if >= 3 years but < 5

5

CVs are relevant to requirement if >=5 years but < 10

10

Subtotal 25

2. SUITABILITY: Evaluation based on the quality of the response, feasibility, quality and content

Score – 45

Technical experience in comparable projects Track record of providing services to organisations similar to SANRAL. Provide profiles of these entities worked for with detail on the work carried out linked to the scope of works.

If >= 2 but < 3 1

If >3 but < 5 3

If > 5 5

Experience in reputation management Provide detail on work carried out for similar organisations with profiles of how reputation was managed, include a short synopsis of suggestions to manage SANRAL’s reputation.

If >= 2 but < 3 3

If >3 but < 5 5

If > 5 10

Media liaison and If >= 2 but < 3 1

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management: Provide detail of media issues managed similar to those experienced by SANRAL.

If >3 but < 5 3

If > 5 5

Understanding of SANRAL and its toll and non-toll portfolio Provide a brief on your understating of the toll and non-toll portfolio’s with a suggested direction.

Irrelevant/ not as per requirement

0

Relevant to requirement

5

A clear, innovative, measurable and relevant to requirement

10

Stakeholder relations – provide details of stakeholder relations management carried out for companies similar to SANRAL.

If >= 2 but < 3 1

If >3 but < 5 3

If > 5 5

content management strategy provide details of content management strategy carried out for companies similar to SANRAL.

If >= 2 but < 3 1

If >3 but < 5 3

If > 5 5

Experience of content research and translations provide details of content research and translations carried out for companies similar to SANRAL.

If >= 2 but < 3 1

If >3 but < 5 3

If > 5 5

Sub-Total: 45

Phase 1 Capabilities and Suitability Total: 70

Adjudication Category for Presentation Weighting

Presentation

Capability Present the infrastructure of company, experience

and capacity.

if > =5 years but

< 10 years 1

If >= 10 years but < 15 years

3

If >= 15 years 5

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The minimum evaluation points required to qualify from Phase1: Technical evaluation to Phase 2: Presentation is 60 points. The minimum of 80 percent for the total of Phase 1 and Phase 2 is required to qualify for the pricing and BEE evaluation. The points per phase may be adjusted at SANRAL’s discretion in the event that proposals fail to achieve the threshold in sufficient number to allow a competitive analysis. All financial proposals of proposers whose technical

plus

Suitability

Present brief profiles of work carried out for organisations similar to SANRAL by those staff

that will manage the SANRAL account.

Irrelevant/ not as

per brief 0


3

A clear, measurable

and relevant to requirement

5

Knowledge and understanding of SANRAL

and how your organisation will position SANRAL

Using the following topic, draft a proposal on how you would manage this situation in relation to the

scope of works listed in this tender: Internationally, Governments are moving towards

the user-pay principle with regards to road

infrastructure. In South Africa there is a resistance to the user-pay principle (toll). Briefly

outline how you would position SANRAL with regards to toll as well as communicate, educate

and change behaviour of SANRAL’s stakeholders

as well as safe-guarding SANRAL’s reputation.

Does not sufficient address the

requirement

<=10


>10<=15

A clear, innovative measurable and

relevant to requirement

>15<=20

Phase 2/Presentation: 30

TOTAL OF PHASE 1 AND 2

PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT

Pricing

Ranking of the pricing, feasibility and sustainability of the service delivery based on the price provided.

90

BEE Compliance

Conformance of the Service Provider based upon a BBBEE Verification Certificate issued by a BEE Verification Agency

10

TOTAL

100

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proposal does not meet the above requirement will be returned unopened to the proposer. SANRAL reserves the right to request one or more proposers, who have scored, according to SANRAL, the highest scores for their proposals, to enter into negotiations with SANRAL regarding the award.

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7 PROPOSAL RULES NOTE: Only entities who are in good standing with the South African Revenue Services and with the necessary experience and capacity to execute these services satisfactorily need submit a Proposal. Should SANRAL require more information in order to permit a full appraisal of the Proposer’s experience and capacity to execute these services satisfactorily, such information shall be provided within five days of being called upon to do so.

7.1 LETTER OF APPLICATION 7.1.1 The RFP shall be signed and witnessed on the letter of application

incorporated herein. The proposal shall be fully priced and totalled in the currency of the Republic of South Africa to show the amount of the proposal. The Invitation, Scope of Works, General Conditions, Proposal Rules, General Conditions of Contract, all forms, certificates and schedules shall be completed and signed in black ink.

7.1.2 Where the space provided in the Appendix is insufficient, separate

schedules may be drawn up in accordance with the given formats. These schedules shall then be submitted with the proposal documents. All such schedules shall be signed.

7.2 SIGNING OF PROPOSAL

The proposal shall be signed by a person duly authorised to do so. A proposal submitted by a corporation shall bear the seal of the corporation and be attested by its secretary. Proposals submitted by joint ventures of two or more firms shall be accompanied by the document of formation of the joint venture, authenticated by a notary public or other official deputed to witness sworn statements, in which is defined precisely the conditions under which the joint venture will function, its period of duration, the persons authorised to represent and obligate it, the participation of the several firms forming the joint venture, and any other information necessary to permit a full appraisal of its functioning.

7.3 PROPOSAL ALL-INCLUSIVE

The proposer shall allow in the proposal for all fees related to professional services, electronic equipment, all taxes, levies, duties and everything necessary for the execution and completion of the services in accordance with the proposal documents. Value Added Tax (VAT) shall be excluded from the rates and prices.

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7.4 ALTERATIONS TO PROPOSAL DOCUMENTS

7.4.1 No unauthorised alteration or addition shall be made to the letter of

proposal, the Invitation, Scope of Works, General Conditions, Proposal Rules, General Conditions of Contract or any other part of the proposal documents. If any such alteration or addition is made or if the proposal is not properly completed, the proposal may be rejected.

7.4.2 Proposals submitted in accordance with this Request for Proposal shall be

without any qualifications (Postulated Proposal). The proposer shall request SANRAL in writing as per 7.23 to clarify any point. SANRAL shall inform all the proposers of all such points in question as per 7.23 hereof.

7.5 PROPOSAL QUALIFICATION

Should the proposer, despite the provisions of proposal rule 7.4, wish to amend or qualify the proposal documents, such amendment or qualification shall be expressly set out with full details in the proposal submission. Any qualification or amendment not expressly set out shall not have any force or effect. NO QUALIFIED PROPOSAL WILL BE EVALUATED UNLESS A POSTULATED PROPOSAL IN TERMS OF THIS PROPOSAL HAS BEEN PROVIDED

7.6 ALTERNATIVE PROPOSALS

7.6.1 If, in addition, the proposer desires to submit for consideration any

alternative method of rendering the services, each alternative proposal shall be submitted independently and shall be fully priced

7.6.2 No alternative proposal shall be considered unless a proposal based

strictly on the Request for Proposal is also submitted (Postulated Proposal).

7.6.3 When a qualified proposal is submitted, it shall be compiled in the form of

an alternative offer, showing the financial and other implications of the alternative to the postulated Request for Proposal.

7.7 CONFIDENTIAL NATURE OF DOCUMENTS

7.7.1 All recipients of the Request for Proposal documents (whether or not a

proposal is submitted) shall treat the details of the documents as confidential.

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7.7.2 No part of the proposal may be reproduced without the permission of the

South African National Roads Agency Limited. This Request for Proposal document contains confidential information regarding this proposal and SANRAL. By accepting this document the recipient and all its participating members agree that they:

7.7.2.1 Will cause their members/directors, officers, employees,

agents, advisors and representatives to use this document only to evaluate their possible involvement in this contract and for no other purpose;

7.7.2.2 Subject to the above paragraph, will not divulge or distribute

any such information or pass any copies of this document without the prior written approval of SANRAL and will return this document together with all copies thereof and of such information to SANRAL promptly upon being requested to do so. Each recipient agrees to maintain the confidentiality of all information supplied to it in connection with the contract, and agrees to keep its own proposal confidential.

7.7.2.3 All data and details submitted by the proposers will be kept

strictly confidential by SANRAL.

7.8 COST INCURRED BY PROPOSER

SANRAL shall not be responsible for, or pay for, any expenses or losses which may be incurred by the proposer in the preparation and submission of the proposal or in visiting the site in connection therewith.

7.9 ATTENDANCE AT REQUEST FOR PROPOSAL' MEETING

Attendance at the Request for Proposal’ meeting is compulsory

7.10 PROPOSAL ACCEPTANCE

7.10.1 SANRAL does not bind itself to accept the lowest or any other proposal.

No correspondence will be entered into with regard to its decision. 7.10.2 SANRAL will only consider proposals from proposers who can prove to

the satisfaction of SANRAL that they:

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a) have the necessary financial resources to undertake and complete the services;

b) are experienced in the performance of services of a similar scope,

complexity, extent and duration. In making an assessment in this regard, SANRAL shall be entitled to have regard to, inter alia, the scope, complexity, extent and duration of previous services undertaken or proposed for by the proposer;

c) have sufficient employees who possess the high level of skill and

expertise commensurate with the type of services proposed for, which skill and expertise must be detailed in the proposal.

7.10.3 SANRAL reserves to itself the right, in its sole discretion, to reject any

proposal where it appears to SANRAL that the proposer does not comply with any of the requirements set out above.

7.11 PROPOSAL WITHDRAWAL OR MODIFICATION PRIOR TO CLOSING DATE

7.11.1 Any proposer has the right to withdraw, modify or correct his proposal

after it has been delivered, provided that the written request for such withdrawal, modification or correction, together with full details of such modification or correction is received in the same form as the original submission, at the address given for the submission of Request for Proposals before the closing date and hour set for the receipt thereof.

7.11.2 The original proposal as amended by such written communication shall be

considered the proposer’s offer.

7.12 PROPOSAL WITHDRAWAL OR MODIFICATION AFTER CLOSING DATE AND PROPOSAL VALIDITY

7.12.1 SANRAL may ask any proposer for a clarification of his proposal, or to

amend or adjust imbalanced proposed rates; nevertheless no proposer shall be permitted to alter his proposal sum after the proposals have been opened. However, clarifications or amendments to imbalanced proposed rates which do not change the proposal sum may be accepted.

7.12.2 Proposals shall remain valid for a period of 180 days from the time set for

the receipt of proposals and no proposal may be withdrawn during this period unless SANRAL informs the proposer in writing before the end of this period that his proposal is not accepted.

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7.12.3 Should a proposer amend or withdraw his proposal after the time set for the receipt of proposals and during the period of its validity, but prior to his being notified of the acceptance of his original proposal, or should a proposer, after having been notified that his proposal has been accepted-

(a) give notice of his inability to execute the contract in terms of his

proposal; or

(b) fail to sign a contract with SANRAL; or

(c) fail to execute the contract according to the contract documents;

he shall pay either the difference between his proposal and a less favourable proposal accepted, or if SANRAL decides to invite fresh proposals, all additional expenses which SANRAL has to incur in this regard, as well as any difference between his proposal and the accepted new proposal; provided that SANRAL may fully or partly exempt a proposer from the provisions of this sub rule if he is of the opinion that the circumstances justify the exemption.

7.12.4 When, in the circumstances mentioned in sub rule 7.12.3 it is not deemed

desirable to invite fresh proposals, SANRAL may accept another proposal from those already received.

7.13 CANCELLATION OF CONTRACT

7.13.1 If SANRAL is satisfied that any person (being an employee, partner, director or shareholder of the proposer or a person acting on behalf of or with the knowledge of the proposer), firm or company:

a) is executing a contract with SANRAL unsatisfactorily; b) has offered, promised or given a bribe or other gift or remuneration

to any officer or employee in the Public Service or in any Organ of State in connection with obtaining or executing a contract;

c) has acted in a fraudulent manner or in bad faith or in any other

unsatisfactory manner in obtaining or executing a contract with any government department, provincial administration, public body, company, Organ of State or person, or that he has managed his affairs in such a way that he has in consequence thereof been found guilty of a criminal offence;

d) has approached an officer or employee in the Public Service or in

any Organ of State or in the employ of SANRAL before or after

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proposals have been called for, to influence the award of the contract in his favour;

e) has withdrawn or amended his proposal after the time set for the

receipt and opening of proposals;

f) when advised that his proposal has been accepted, has given notice of his inability to execute or sign the contract;

g) has entered into any agreement or arrangement, whether legally

binding or not, with any other person, firm or company to refrain from proposing for a contract, or as to the amount of the proposal to be submitted by either party;

h) has disclosed to any other person, firm or company the exact or

approximate amount of his proposed proposal except where disclosure, in confidence, was necessary to obtain insurance premium quotations required for the preparation of the proposal; or

i) had made any misrepresentation to SANRAL, either in its proposal

documents or in any other manner whatsoever regarding the matters referred to in rule 10 above, or its experience, capability or potential to execute the works proposed for to SANRAL’s satisfaction;

SANRAL may, in addition to any claim which he may have in terms of rule

7.12, and in addition to any other legal recourse, cancel any contract between SANRAL and such person, firm or company and no proposal from such person, firm or company will be favourably considered for such period as SANRAL, in its sole discretion, may specify. Any cancellation in terms of this rule shall not entitle the proposer to any claim for compensation or damages from SANRAL.

7.13.2 If SANRAL is satisfied that any person, firm or company is or was a

shareholder, a director or key employee of a firm or company which, in terms of sub rule 7.13(1), is one from which no proposal will be favourably considered for a specified period, SANRAL may also decide that no proposal from such person, firm or company shall be favourably considered for such specified period.

7.13.3 Any restriction imposed upon any person, firm or company shall, for the

purpose of this rule, apply to any other undertaking with which such person, firm or company is actively associated. The expression "firm or company" shall include an authorised employee or agent of such person, firm or company.

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7.13.4 SANRAL may take any decision of a State Proposal Board, including those of other Organs of State, SA Post Office Ltd, Telkom SA Ltd, Transnet Ltd, or any provincial administration with regard to the restriction of a proposer as being applicable to proposals for SANRAL from such proposer.

7.13.5 Decisions of SANRAL in terms of sub rules 7.13.1 to 7.13.4 and any

revocation or variation of such decisions shall be communicated by SANRAL to all the proposal boards concerned.

7.13.6 SANRAL shall be entitled, notwithstanding anything to the contrary

contained in the proposal rules, not to consider any proposal received from any person, firm or company where such person, firm, company or shareholder or director of such company is involved in any form of litigation or legal proceedings with SANRAL or such litigation or legal proceedings is likely to be instituted in the near future.

7.13.7 For the purpose of the proposal rules, the expressions “company”,

“shareholder’ and “director” shall include a close corporation and member.

7.14 LEGAL ASPECTS

7.14.1 The laws of the Republic of South Africa shall be applicable to each

contract created by the acceptance of a proposal and each proposer shall indicate a place in the Republic of South Africa and specify it in his proposal as his domicilium citandi et executandi (permanent physical business address) where any legal process may be served on him.

7.14.2 Each proposer shall undertake to accept the jurisdiction of the law-courts

of the Republic of South Africa. 7.14.3 In the case of a proposal from an entity not resident in the Republic of

South Africa (foreign) the proposer shall state in his proposal the name of his accredited agent in the Republic of South Africa in whom the necessary legal capacity is vested and who has been duly appointed to sign any contract.

7.15 SUBMISSION OF PROPOSALS

7.15.1 All proposals and supporting documents shall be submitted strictly in

accordance with the instructions given in the official Request for Proposal Notice.

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7.15.2 All proposals and supporting documents shall be sealed in an envelope or package clearly marked in accordance with the requirements in this Request for Proposal.

7.15.3 Delivery of the proposal shall be one of the following: (a) by hand, in which case the sealed envelope shall be deposited in the

proposal box at the address stated in the Request for Proposal Notice, or

(b) by mail, in which case the sealed envelope shall be sealed in another envelope clearly addressed to the address stated in the Request for Proposal Notice.

7.15.4 In each case, proposals shall reach the stipulated address not later than

the closing hour and date given in the Request for Proposal Notice.

7.16 ADDITIONAL INFORMATION REQUIRED

7.16.1 The proposer shall submit with his proposal the information, data and

calculations as applicable and as required in terms of the provisions of the proposal documents. SANRAL reserves the right, in its sole discretion, to call for additional information. SANRAL further reserves the right, in its discretion, to call for any clarification, amplification and/or further details relating to the rates, margins or other information reflected in the proposal, as well as details concerning the method and manner in which the proposer intends to perform the work and the proposer’s capabilities in that regard. The proposer shall furnish such additional information within five days of being called upon to do so. . Should the Proposer not provide the material, or satisfactory reason as to why it cannot be provided, by the time for submission, the SANRAL may regard the Proposal as non-responsive

7.16.2 The proposer shall make full allowance in the relevant fees for all costs in

connection with the preparation and furnishing of any other or additional information required by SANRAL.

7.16.3 SANRAL reserves the right, in its sole discretion, to appoint a firm of

chartered accountants and/or other suitably qualified persons to report on the financial resources, standing with the South African Revenue Services regarding all taxes, including Value Added Tax, management structure and ownership of any proposer and/or to verify the correctness of any of the information furnished to SANRAL by the proposer. The proposer shall provide all reasonable assistance in such an investigation and shall, within five days from receiving any request for information pursuant to such investigation, comply with such request.

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7.16.4 All written information submitted by the proposer, together with and in

support of his proposal, or subsequently in response of a request for additional information from SANRAL, shall form the basis on which the proposal has been prepared and submitted.

7.16.5 Any failure on the part of the proposer to supply information requested by

SANRAL, or to fully co-operate with any investigation, shall afford SANRAL the right, in its sole discretion, to reject the proposal.

7.17 AMENDMENTS TO PROPOSAL BY SANRAL

Arithmetical errors and imbalanced unit rates 7.17.1 Check responsive proposals for arithmetical errors, correcting them in the

following manner:

Where there is a discrepancy between the amounts in figures and in words, the amount in words shall govern

If a Pricing Schedule (or schedule of quantities or schedule of rates) applies and there is an error in the line item total resulting from the product of the unit rate and the quantity, the unit rate shall govern and the line item shall be corrected. However, where there is an obviously gross misplacement of the decimal point in the unit rate, the unit 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 proposer’s addition of prices, the total of the prices shall be corrected.

7.17.2 Check responsive tender offers for imbalanced unit rates and request

proposers to consider amending and adjusting any rates declared imbalanced by the SANRAL while retaining the total of the prices derived after any correction made in terms of this Proposal Rules.

7.17.3 Consider the rejection of a proposal if the proposer does not correct or

accept the correction of his arithmetical errors or amend/adjust an imbalanced unit rate in the manner described above.

7.18 DISQUALIFICATION OF PROPOSAL

The proposal of any proposer who has not conformed to this Request for

Proposal including, but not limited to, these proposal rules and the instructions reflected in the official Proposal Notice may be disqualified at the sole discretion of SANRAL.

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7.19 DELEGATION OF AUTHORITY BY EMPLOYER

SANRAL may delegate any power vested in it by virtue of these rules to an officer or employee of SANRAL.

7.20 STAMP DUTIES

All stamp duties in connection with the contract shall be paid by the service provider.

7.21 PROPOSAL RULES ARE BINDING

The proposal rules as well as the instructions given in the official Proposal Notice shall be binding on all proposers submitting proposals for the service or services stated in the proposal documents.

7.22 LANGUAGE OF THE CONTRACT

The proposal documents have been drafted in English. Each contract which originates from the acceptance of the proposal shall be interpreted and construed in English.

7.23 CLARIFICATION QUESTIONS All questions for clarification must be addressed to Ms Priya Pillay and

faxed at (012) 844 8200 or e-mailed to [email protected] to reach the SANRAL before 16:00 on Monday 5 October 2015. Any question received after the said date and time will not be considered or answered by SANRAL. All answers to questions and/or clarifications will be provided to all Proposers by SANRAL not later than 16:00 on Wednesday 7 October 2015.

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RETURNABLE SCHEDULES

LIST OF RETURNABLE SCHEDULES Notes to Proposers:

Returnable schedules includes Appendices, forms, certificates and schedules for completion by the proposer for use in the quantitative and qualitative evaluation of the Proposal as well as other returnable documents for completion by the Proposer and which will subsequently be incorporated into the contract. Failure to fully complete the relevant returnable documents shall render such a proposal unresponsive. Proposers shall note that their signatures appended to each returnable form represents a declaration that they vouch for the accuracy and correctness of the information provided, including the information provided by candidates proposed for the specified key positions. Notwithstanding any check or audit conducted by or on behalf of the SANRAL, the information provided in the returnable documents is accepted in good faith and as justification for entering into a contract with the proposer. If subsequently any information is found to be incorrect such discovery shall be taken as wilful misrepresentation by that proposer to induce the contract. In such event the SANRAL has the discretionary right to terminate the contract.

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APPENDIX A

PRO-FORMA LETTER OF APPLICATION FOR

[Letterhead of the Proposer or partner responsible for a joint venture / consortium, including registration number, full

postal address, and telephone, facsimile and e-mail addresses]

Date:_____________________

To : The South African National Roads Agency Ltd.

APPLICATION FOR PROPOSAL

1. Being duly authorised to represent and act on behalf of ___________________________ (hereinafter referred to as “the Proposere”), and having reviewed and fully understood the entire Request for Proposal (RFP) document and information provided, the undersigned hereby applies for proposal consideration.

2. SANRAL and its authorized representatives are hereby authorized to

conduct any inquiries or investigations to verify the statements, documents, and information submitted in connection with this proposal, and to seek clarification from our bankers and clients regarding any financial and technical aspects. This Letter of Application will also serve as authorization to any individual or authorized representative of any institution referred to in the supporting information to provide such information deemed necessary and as requested by yourselves to verify statements and information provided in this application, such as the resources, experience, and competence of the Proposer.

3. SANRAL and its authorized representatives may contact the following

persons for further information.1

GENERAL AND MANAGERIAL INQUIRIES

Name Address and communication details

37



PERSONNEL INQUIRIES



TECHNICAL INQUIRIES



FINANCIAL INQUIRIES



1 Applications by joint venture / consortiums should provide on separate sheet the same

information for each party to the application. 4. This application is made with the full understanding that:

(a) Proposers will be subject to verification of all information submitted at the time of the proposal.

(b) SANRAL reserves the right to:

38


Amend the scope of the RFP, in which event, proposals will be invited only from those Proposers who meet the resulting amended qualification requirements; and

Reject or accept any application. (c) SANRAL shall not be liable for any such actions under 4(b) above.

5. Appended to this application, we give details of the participation of each

party, including capital contribution and profit/loss agreements in the joint venture (if applicable) or association. We also specify the financial commitment in terms of the percentage of the value of the contract, and the responsibilities for execution of the contract.2

6. We confirm that if we submit a proposal for the Project, any resulting

contract will be2:

(a) signed so as to legally bind all partners, jointly and severally; and (b) submitted with a joint venture / consortium agreement providing the

joint and several liability of all partners in the event the contract is awarded to us.

7. The undersigned declare that the statements made and the information

provided in the duly completed application are complete, true, and correct in every detail.

Signed _________________________

Name _________________________

For and on behalf of (name of Proposer or lead partner of a joint venture / consortium)

_____________________________

____________________ 2 If the Applicant is not a Joint venture / consortium, please delete paragraphs 5 and 6 and

initial the deletions.

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FORM A: CERTIFICATE OF AUTHORITY FOR SIGNATORY

Notes to Proposer:

The signatory for the Proposer shall confirm his/her authority thereto by attaching a duly

signed and dated copy of the relevant resolution of the board of directors/partners.

Alternatively this form may be used directly. It is deemed that whoever authorizes the

signatory has the capacity to commit the Proposer to enter into contracts.

In the event that the Proposer is a joint venture, a certificate of authority for signatory is

required from all members of the joint venture and the designated lead member shall be

clearly identified

By resolution of the board of directors/partners passed at a meeting held on ............................ Mr/Ms ................................................................. , whose signature appears below, has been duly authorised to sign all documents in connection with the Proposal for contract no. NRA (insert contract no. and description) .................................................................................. and any contract which may arise there from on behalf of (enter name of Proposer in block capitals) ....................................... .................................................................................................................................................. SIGNED ON BEHALF OF THE COMPANY: ............................................................................ IN HIS/HER CAPACITY AS: .................................................................................................... DATE: ...................................................................................................................................... SIGNATURE OF SIGNATORY: ..............................

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FORM B: COMPULSORY ENTERPRISE QUESTIONNAIRE The following particulars must be furnished. In the case of a joint venture, separate enterprise questionnaires in respect of each partner must be completed and submitted.

Section 1: Name of enterprise: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Section 2: VAT registration number, if any: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Section 3: CIDB registration number, if any: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Section 4: Particulars of sole proprietors and partners in partnerships

Name* Identity number* Personal income tax number*

* Complete only if sole proprietor or partnership and attach separate page if more than 3 partners

Section 5: Particulars of companies and close corporations

Company registration number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Close corporation number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Tax reference number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Section 6: Record in the service of the state

Indicate by marking the relevant boxes with a cross, if any sole proprietor, partner in a partnership or director, manager, principal shareholder or stakeholder in a company or close corporation is currently or has been within the last 12 months in the service of any of the following:

a member of any municipal council

a member of any provincial legislature

a member of the National Assembly or the National Council of Province

a member of the board of directors of any municipal entity

an official of any municipality or municipal entity

an employee of any provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act 1 of 1999)

a member of an accounting authority of any national or provincial public entity

an employee of Parliament or a provincial legislature

If any of the above boxes are marked, disclose the following:

Name of sole proprietor, partner, director, manager, principal shareholder or stakeholder

Name of institution, public office, board or organ of state and position held

Status of service (tick appropriate column)

Current Within last 12 months

41


*insert separate page if necessary

Section 7: Record of spouses, children and parents in the service of the state

Indicate by marking the relevant boxes with a cross, if any spouse, child or parent of a sole proprietor, partner in a partnership or director, manager, principal shareholder or stakeholder in a company or close corporation is currently or has been within the last 12 months been in the service of any of the following:

a member of any municipal council

a member of any provincial legislature

a member of the National Assembly or the National Council of Province

a member of the board of directors of any municipal entity

an official of any municipality or municipal entity

an employee of any provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act 1 of 1999)

a member of an accounting authority of any national or provincial public entity

an employee of Parliament or a provincial legislature

Name of spouse, child or parent

Name of institution, public office, board or organ of state and position held

Status of service (tick appropriate column)

Current Within last 12 months

*insert separate page if necessary

The undersigned, who warrants that he / she is duly authorised to do so on behalf of the enterprise: i) authorizes the SANRAL to obtain a tax clearance certificate from the South African Revenue

Services that my / our tax matters are in order; ii) confirms that the neither the name of the enterprise or the name of any partner, manager, director

or other person, who wholly or partly exercises, or may exercise, control over the enterprise appears on the Register of Tender Defaulters established in terms of the Prevention and Combating of Corrupt Activities Act of 2004;

iii) confirms that no partner, member, director or other person, who wholly or partly exercises, or may exercise, control over the enterprise, has within the last five years been convicted of fraud or corruption;

42


iv) confirms that I / we are not associated, linked or involved with any other tendering entities submitting tender offers and have no other relationship with any of the tenderers or those responsible for compiling the scope of work that could cause or be interpreted as a conflict of interest; and

iv) confirms that the contents of this questionnaire are within my personal knowledge and are to the best of my belief both true and correct.

Signed Date

Name Position

Enterprise name

43


FORM C: SCHEDULE OF VARIATIONS OR DEVIATIONS BY PROPROSER

PAGE

DESCRIPTION

SIGNED ON BEHALF OF TENDERER: ....................................................................................

44


FORM D: SCHEDULE OF ADDENDA TO REQUEST FOR PROPOSAL

We confirm that the following communications received from the SANRAL before the submission of this RFP offer, amending the tender documents, have been taken into account in this RFP:

Date Title or Details

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

45


FORM E: TAX CLEARANCE CERTIFICATE REQUIREMENTS IT IS A CONDITION OF THIS PROPOSAL THAT THE TAXES OF THE SUCCESSFUL PROPOSER MUST BE IN ORDER, OR THAT SATISFACTORY ARRANGEMENTS HAVE BEEN MADE WITH SOUTH AFRICAN REVENUE SERVICES (SARS) TO MEET THE PROPOSER’S TAX OBLIGATIONS. 1. In order to meet this requirement proposers are required to complete in full form

TCC 001 “Application for a Tax Clearance Certificate” and submit it to any SARS office nationally. The Tax Clearance Certificate Requirements are also applicable to foreign Proposers / individuals who wish to submit proposals.

2. SARS will then furnish the Proposer with a Tax Clearance certificate that will be

valid for a period of 1 (one) year from the date of approval. 3. The ORIGINAL Tax clearance Certificate must be submitted together with this

Proposal. Failure to submit the original and valid Tax Clearance Certificate will result in the invalidation of the Proposal. Certified copies of the Tax Clearance Certificate will not be accepted.

4. In Proposals where Consortia/Joint Ventures/Sub-Proposers are involved, each

party must submit a separate ORIGINAL Tax Clearance Certificate. 5. Copies of the TCC 001 “Application for a tax Clearance Certificate” form are

available from any SARS branch or nationally on the website www.sars.gov.za Applications for the Tax Clearance Certificates may also be made via e-Filing. In order to use this provision, taxpayers will need to register with SARS as e-Filers through the website www.sars.gov.za.

46


Form F: SBD 4

DECLARATION OF INTEREST

1. 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 this 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.

2. In order to give effect to the above, the following questionnaire must be completed

and submitted with the bid. 2.1 Full Name of bidder or his or her representative:

…………………………………………………………. 2.2 Identity Number:

………………………………………………………………………………………………… 2.3 Position occupied in the Company (director, trustee, shareholder²):

…………………………………….. 2.4 Company Registration Number:

………………………………………………………………………..……. 2.5 Tax Reference Number:

………………………………………………………………………………….……… 2.6 VAT Registration Number:

……………………………………………………………………………….... 2.6.1 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 3 below.

¹“State” means –

47


(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.

2.7 Are you or any person connected with the bidder YES / NO presently employed by the state? 2.7.1 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: ………………………………………………………………

……………………………………………………………… ………………………………………………………………

2.7.2 If you are presently employed by the state, did you obtain YES / NO

the appropriate authority to undertake remunerative work outside employment in the public sector?

2.7.2.1 If yes, did you attached proof of such authority to the bid YES / NO

document? (Note: Failure to submit proof of such authority, where applicable, may result in the disqualification of the bid.

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

……………………………………………………………………. ……………………………………………………………………. …………………………………………………………………….

2.8 Did you or your spouse, or any of the company’s directors / YES / NO trustees / shareholders / members or their spouses conduct business with the state in the previous twelve months?

48


2.8.1 If so, furnish particulars:

………………………………………………………………….. ………………………………………………………………….. …………………………………………………………………...

2.9 Do you, or any person connected with the bidder, have YES / NO 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?

2.9.1If so, furnish particulars. ……………………………………………………………... …………………………………………………………..….

………………………………………………………………

2.10 Are you, or any person connected with the bidder, YES/NO 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?

2.10.1 If so, furnish particulars.

……………………………………………………………… ……………………………………………………………… ………………………………………………………………

2.11 Do you or any of the directors / trustees / shareholders / members YES/NO

of the company have any interest in any other related companies whether or not they are bidding for this contract?

2.11.1 If so, furnish particulars: ……………………………………………………………………………. ……………………………………………………………………………. …………………………………………………………………………….

3 Full details of directors / trustees / members / shareholders.

Full Name Identity

Number

Personal Tax

Reference Number

State Employee

Number / Persal

Number

49


4 DECLARATION

I, THE UNDERSIGNED (NAME)………………………………………………………………………

CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2 and 3 ABOVE IS CORRECT. I ACCEPT THAT THE STATE MAY REJECT THE BID OR ACT AGAINST ME IN TERMS OF PARAGRAPH 23 OF THE GENERAL CONDITIONS OF CONTRACT SHOULD THIS DECLARATION PROVE TO BE FALSE. ………………………………….. ..…………………………………………… Signature Date …………………………………. ……………………………………………… Position Name of bidder

May 2011

50


Form G: DECLARATION OF PROPOSER’S PAST SUPPLY CHAIN MANAGE-MENT PRACTICES

In order to give effect to the above, the following questionnaire must be completed and submitted with the proposal. Item Question Yes No 1. Is the Proposer or any of its directors listed on the National

Treasury’s database as companies or persons prohibited from doing business with the public sector?

1.1 If so, furnish particulars:

2. Is the Proposer or any of its directors listed on the Register for Proposal Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004)?


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


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


CERTIFICATION I, THE UNDERSIGNED (FULL NAME) _________________________________________ 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.

51


__________________________________ _____________________ Signature Date __________________________________ ______________________________ Position Name of Proposer

52


FORM H: SBD 8

DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES

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 of Restricted Suppliers 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 Accounting Officer/Authority of the institution that imposed the restriction after the audi alteram partem rule was applied). The Database of Restricted Suppliers now resides on the National Treasury’s website (www.treasury.gov.za) and can be accessed by clicking on its link at the bottom of the home page.

Yes

No


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)? The Register for Tender Defaulters can be accessed on the National Treasury’s website (www.treasury.gov.za) by clicking on its link at the bottom of the home page.

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


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

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

53


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 (FULL NAME)………………………………………………… 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 ………………………………………. …………………………..

Position Name of Bidder

54


Form I: CERTIFICATE OF INSURANCE COVER

The Proposer shall provide the following details of insurance cover:

Name of Proposer: ...................................................................... Period of Validity: ........................................................................

Value of Insurance:

Professional Indemnity (for each and every case)

Company:................................................................... Value: .........................................................................

General public liability

Company:................................................................... Value: .........................................................................

SIGNED ON BEHALF OF THE PROPOSER: ......................................................

55


Form J: TEAM DETAILS In this section Proposers must provide details of the team named in the previous part. The Proposers must provide a summary chart containing all the people to be used.

Name Position in

team Current position

Years of experience

Education Relevant specialist areas of knowledge demonstrating suitability for position

56


Form K: CURRICULUM VITAE TEMPLATE Proposed role in the project:

1. Family name

2. First name:

3. Date of birth:

4. Nationality

5. Education

Institution (Date from - Date to)

Degree(s) or Diploma(s) obtained

6. Membership of

professional bodies

7. Other skills (e.g.

computer literacy, etc.)

8. Present position:

9. Years within the

organisation:

10. Key qualifications

(relevant to the project)

11. Professional

experience

Date

57


(From – To) (mm/yy)

Organisation

Location

Position

Description of duties

Date (From – To) (mm/yy)

Organisation

Location

Position

Description of duties

12. Other relevant

information (e.g. Publications)

58


Form L: BEE VERIFICATION CERTIFICATE

Bidders are required to submit original and valid B-BBEE Status Level Verification Certificates or certified copies thereof together with their bids, to substantiate their B-BBEE rating claims. Please attach hereto a B-BBEE Status Level Verification Certificates issued by a South African National Accreditation System accredited Verification Agency from the will be valid. In the event that no certificate is attached or the Verification Agency does not comply with the above, preference points of zero (0) will be allocated.

59


FORM M: LITIGATION HISTORY FOR

Name of Applicant or Partner of a Joint Venture / Consortium

____________________________________________________________________

Applicants, including each of the partners of a joint venture / consortium, shall provide

information on any history of litigation or arbitration resulting from contracts executed in the last

five years or currently under execution. A separate sheet should be used for each partner of a joint

venture / consortium.

(For RSA Rand Equivalent use exchange rate US$1 = R7 or €1 = R9 or £1 = R12)

Year

Award for or

Against

Applicant

Name of Client, Cause of Litigation, and

Matter in Dispute

Disputed Amount

(current value,

RSA Rand

Equivalent

Signature :

________________________

Designation :

______________________

Company :

________________________

60


SBD 9 Form N: CERTIFICATE OF INDEPENDENT BID DETERMINATION

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.

61


SBD 9

CERTIFICATE OF INDEPENDENT BID DETERMINATION

I, the undersigned, in submitting the accompanying bid:

________________________________________________________________________

(Bid Number and Description)

in response to the invitation for the bid made by:

________________________________________________________________________

(Name of Institution)

do hereby make the following statements that I certify to be true and complete in every

respect:

I certify, on behalf of:__________________________________________________that:

(Name of Bidder)

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 authorized 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

authorized 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

62


SBD 9

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.

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.

63


SBD 9

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

………………………………………………….

…………………………………

Position Name of Bidder

Js914w 2

64


FORM O: DECLARATION OF TENDERER’S CURRENT STATUS OF ANY DEBT OUTSTANDING TO SANRAL CONTRACT NRA: HO/CS/1007/2015/01 Notes to tenderer: 1. The signatory for the tenderer shall complete and sign this form declaring the

current status of debt outstanding to SANRAL.

2. In the event that the tenderer is a Joint Venture, a declaration is required from each member of the Joint Venture.

I, the undersigned,……………………………….....………………………………..……………………. declare: 1. that the tenderer or any of its Directors/Members do not have any debt outstanding

to SANRAL, other than what is listed below: Please provide the details: ....................................................................................................................................... ....................................................................................................................................... ....................................................................................................................................... ....................................................................................................................................... .......................................................................................................................................

2. that to the best of my knowledge the above information is true and accurate. SIGNATURE: ........................................................................................................................................... ON BEHALF OF THE COMPANY: ................................................................................... DATE: ...................................................................................................................................

65


APPENDIX B: GENERAL CONDITIONS OF CONTRACT 1.1 AGREEMENT 1.1.1 Upon acceptance of its quotation the successful Supplier shall enter into a

agreement with SANRAL by completing and signing the Form of Agreement in Form L.

1.2 DEFINITIONS 1.2.1 In the Agreement (as hereinafter defined) the following words and expressions

shall have the meanings hereby assigned to them, except where the context requires otherwise:

“Agreement” shall mean this agreement including all annexures and appendices thereto and any written supplementary agreements which may be validly concluded between the parties thereto.

"Supplier" means the person or persons, partnership, company or firm whose quotation has been accepted for the execution of the agreement work as specified in this agreement and includes the Supplier’s legally appointed representatives, heirs, successors, assignees, executors, administrators, trustees or sureties of such person, persons, partnership, company or firm.

“SANRAL” means The SOUTH AFRICAN NATIONAL ROADS AGENCY LIMITED instituted in terms of the South African National Roads Agency Limited and National Roads Act (Act No 7 of 1998) or a person delegated by the South African National Roads Agency Limited to act on its behalf.

“Site” shall refer to the various SANRAL offices located in Pretoria - Hatfield, Pretoria -Menlyn, Cape Town - Belville, Port Elizabeth and Pietermaritzburg.

“Works", "Supply Agreement", or "Agreement" shall mean the works described and specified in the Request for Proposal.

1.2.2 All references to days shall mean days of 24 (twenty four) hours duration

commencing at midnight (00h00) and which shall include non-working days unless otherwise stated.

1.2.3 The headings of clauses in the Agreement are for reference purposes only and

shall not be taken into account in construing the context thereof. 1.2.4 In the Agreement unless inconsistent with the context, the words “notice”,

“notify”,” notification”, “certification” and “issue” shall connote an act to be carried out in writing.

66


1.2.5 In the Agreement, unless inconsistent with the context, the masculine includes the other gender, the singular includes the plural and vice versa, and persons shall include bodies corporate.

1.2.6 Any document or notice sent by a party in terms of the Agreement by prepaid registered post addressed to the other party at his domicilium citandi et executandi shall be deemed to have reached the other party within 7 (seven) days from date of posting.

1.2.7 The Agreement constitutes the whole agreement between the parties and no

variation, amendment or addition to any of the terms and conditions shall have any force or effect unless reduced to writing and signed by both the parties.

1.2.8 The law applicable to this agreement is the law of the Republic of South Africa. 1.2.9 The Request for Proposal document has been drafted in English, which language

shall apply to this Agreement. 1.3 GENERAL 1.3.1 The Supplier holds harmless and indemnifies SANRAL from and against all

claims, demands, proceedings, damages, costs, charges and expenses whatsoever arising out of or in connection with any failure to perform obligations or to fulfil liabilities and, without limiting the generality of the foregoing, the Supplier holds harmless and indemnifies SANRAL from and against:

1.3.1.1 Faulty design of the subcontract works and materials to be supplied if and where

such design is the responsibility of the Supplier; 1.3.1.2 Materials, faulty workmanship or failure of the goods if and where the goods were

manufactured and/or supplied by the Supplier; 1.3.1.3 Any negligence by the Supplier, his agents, workmen and servants; 1.3.1.4 Any claims from the aforesaid; 1.3.1.5 Any injuries and/or damages incurred on the site in performing the works. 1.4 WARRANTIES AND REPRESENTATIONS 1.4.1 The Supplier warrants and represents that: 1.4.1.1 the Supplier has full capacity and authority and all necessary licences, permits

and consents (including but not limited to, where its circumstances and procedures so require, the consent of its Parent Company) to enter into and to perform this Agreement;

1.4.1.2 this Agreement is executed by a duly authorised representative of the Supplier; 1.4.1.3 the provision of the Services and SANRAL’s use thereof shall not infringe on any

Intellectual Property Rights of any third party and indemnifies SANRAL in respect of any claim arising out of SANRAL's use thereof;

67


1.4.1.4 the services shall be supplied and rendered by appropriately experienced,

qualified and trained personnel with all due skill, care and diligence. SANRAL reserves the right to call upon the Supplier to remove any personnel whom in its opinion is incompetent;

1.4.1.5 the Supplier shall discharge its obligations hereunder with all due skill, care and

shall perform all Services in terms of this Agreement with the highest standards consistent with, and applicable to the industry, practice and its own established internal procedures;

1.4.1.6 the services shall be performed in compliance with all applicable laws,

enactments, orders, regulations, and other similar rules and directives; 1.4.1.7 the services satisfy the Functional Specifications and Performance Criteria and

all components and Equipment supplied and/or used in the course of the provision of the Services shall operate in accordance with their technical specifications;

1.4.1.8 the provision of the services shall not cause electrical interferences beyond the

limits laid down in the relevant standard specifications, 1.4.1.9 all equipment supplied is new and unused; 1.4.1.10all statements and representations made to SANRAL are, to the best of its

knowledge, information and belief, true and accurate and that it will advise SANRAL of any fact, matter or circumstance of which it may become aware which would render any such statement or representation to be false or misleading.

1.5 AGREEMENT PRICE ADJUSTMENT 1.5.1 The Supplier shall allow for exchange rate variation, if applicable, for the whole of

the Works and shall arrange forward cover if so desired. The cost thereof shall be for the account of the Supplier, and shall be deemed to be included in the rates tendered.

1.6 ASSIGNMENT AND SUBLETTING 1.6.1 The Supplier shall not cede or delegate his rights or obligations in respect of the

whole or any part of this Agreement. 1.6.2 The Supplier shall not sublet the whole or any part of the Works without the prior

written consent of SANRAL. 1.6.3 This consent of SANRAL to any subcontracting permitted hereunder: 1.6.3.1 shall not imply a agreement between SANRAL and the Subcontractor or any

responsibility or liability on the part of SANRAL to the Subcontractor; or

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1.6.3.2 shall not relieve the Supplier from any liability or responsibility for the acts, neglect, omission or any Default of its Subcontractors.

1.7 INTELLECTUAL PROPERTY RIGHTS INDEMNITY 1.7.1 The Supplier shall indemnify SANRAL against all claims, demands, actions,

costs, expenses (including but not limited to legal costs and disbursements on an attorney and SANRAL scale), losses and damages arising from or incurred by reason of any infringement or alleged infringement (including but not limited to the defence of such alleged infringement) in South Africa of any Intellectual Property Right arising out of or consequent upon the services rendered by the Supplier to SANRAL.

1.7.2 The Supplier shall promptly notify SANRAL if any claim or demand is made or

action brought against the Supplier for infringement or alleged infringement of any Intellectual Property Right.

1.7.3 If a claim or demand is made or action brought to which Clause 1.7.1 may apply

or in the reasonable opinion of the Supplier is likely to made or brought, the Supplier shall at its own expense either:

1.7.3.1 Modify any or all of the services without reducing the performance and

functionality, or substitute alternative services of equivalent performance and functionality for any or all of the services, so as to avoid the infringement or the alleged infringement, provided that the terms of this Agreement shall apply mutatis mutandis to such modified or substituted services and such modified or substituted services shall be acceptable to SANRAL, who will not unreasonably withhold such acceptance; or

1.7.3.2 Procure a royalty free licence to use the service on terms which are acceptable

to SANRAL. 1.8 CANCELLATION BY SANRAL 1.8.1 This Agreement may be cancelled by SANRAL in the event of: 1.8.1.1 Failure by the Supplier to proceed with his obligations in terms of this Agreement

with due care, skill and diligence; and 1.8.1.2 In the event of insolvency or liquidation of the Supplier. 1.8.2 Should the Supplier default as listed in Clause 1.8.1, SANRAL shall deliver a

Notice of Cancellation to the Supplier and cancel the agreement forthwith. 1.8.3 Where this Agreement is cancelled as contemplated above the Supplier shall

immediately vacate the site and hand over to SANRAL all documents and papers which relates to the works either in printed or electronic form as may be prescribed by SANRAL. SANRAL shall within 14 (fourteen) days after date of cancellation prepare an account of the service rendered by the Supplier prior to date of such cancellation and no further payment shall be made to the Supplier until after completion of the project.

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1.8.4 SANRAL shall be entitled to deduct from any payment due to the Supplier any

additional cost, losses, disbursements and damages incurred or sustained by SANRAL by reason or in consequence of the cancellation of this Agreement, or demand payment in terms of the Guarantee.

1.8.5 The guarantee delivered by the Supplier in terms of this Agreement shall remain

in force until completion of the project. 1.9 PUBLICITY 1.9.1 Neither party shall use the name or any other material and Information of the

other in publicity releases or advertising or for other promotional purposes, without securing the prior written approval of the other party.

1.9.2 Both parties shall take all reasonable steps to ensure the observance of the

provisions of this Clause 1.9 by all their employees, agents, Sub-Suppliers and Service Providers.

1.9.3 Notwithstanding the provisions of Clause 1.9.1 above, SANRAL shall be entitled

to publicise the Agreement in accordance with any legal or quasi-legal obligation upon SANRAL.

1.10 GIFTS AND PAYMENTS OF COMMISSION 1.10.1 The Supplier shall not: 1.10.1.1 Offer or give or agree to give any person of SANRAL any gift or

consideration of any kind as an inducement or reward for doing or forbearing to do or for having done or forborne to do any act in relation to the obtaining or performance of this Agreement or any other Agreement with SANRAL

1.10.1.2 or for showing or forbearing to show favour or disfavour to any person in

relation to this Agreement; nor 1.10.1.3 Enter into this Agreement if in connection with it commission has been

paid or agreed to be paid to any person of SANRAL by the Supplier or on the Supplier’s behalf or to the Supplier’s knowledge, unless before this Agreement particulars of any commission and of the terms and conditions of any Agreement for the payment thereof have been disclosed in writing to SANRAL.

1.10.2 In the event of any breach of Clause 1.10.1 by the Supplier or by anyone

employed by the Supplier or acting on the Supplier’s behalf in relation to this Agreement or any other agreement with SANRAL, SANRAL may summarily terminate this Agreement by notice in writing to the Supplier and withhold all payments due to the Supplier for completed work. Provided always that such termination shall not prejudice or affect any right of action or remedy which shall have accrued or shall accrue thereafter to SANRAL and provided always that

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SANRAL may recover from the Supplier the amount or value of any such gift, consideration or commission.

1.10.3 The decision of SANRAL shall be final and conclusive in any dispute, difference

or question arising in respect of: 1.10.3.1 The interpretation of this Clause (except insofar as the same may relate

to the amount recoverable from the Supplier under Clause 1.10.2 in respect of any loss resulting from such termination of this Agreement); and/or

1.10.3.2 The right of SANRAL under Clause 1.9.3 to terminate this Agreement;

and/or 1.10.3.3 The amount of value of any such gift, consideration or commission. 1.10.4 In the event that any gift, consideration or commission was solicited by any

employee of SANRAL, this shall immediately be disclosed in writing to SANRAL. 1.11 FORCE MAJEURE 1.11.1 For the purpose of this Agreement the expression “Force Majeure” shall mean a

cause affecting the performance by a party of its obligations arising from acts, events, omissions, happenings or non-happenings beyond its reasonable control including (but without limiting the generality thereof) acts of God, fire, flood, or any disaster, governmental regulations, war, rebellion or other military action. Any act, event, omission, happening or non-happening will only be considered Force Majeure if it is not attributable to the wilful act, neglect or failure to take reasonable precautions of the effected party, its employees, agents, Sub-Suppliers or Service Providers.

1.11.2 Neither party shall in any circumstances be liable to the other for any loss of any

kind whatsoever including but not limited to any damages whether directly or indirectly caused to or incurred by the other party by reason of any failure or delay in the performance of its obligations hereunder which is due to Force Majeure. Notwithstanding the foregoing, each party shall use all reasonable endeavours to continue to perform, or resume performance of such obligations hereunder for the duration of such Force Majeure event.

1.11.3 If either of the parties shall become aware of circumstances of Force Majeure

which give rise to or which are likely to give rise to any such failure or delay on its part it shall forthwith notify the other by the most expeditious method available and shall inform the other of the period which it is estimated that failure or delay shall continue.

1.11.4 It is expressly agreed that any failure by the Supplier to perform or any delay by

the Supplier in performing its obligations under this Agreement which results from any failure or delay in the performance of its obligations by any person, firm or company with which the Supplier shall have entered into any such agreement, supply arrangement or sub-contract or otherwise, shall be regarded as a failure or delay due to Force Majeure only in the event that such person, firm or

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company shall itself be prevented from or delayed in complying with its obligations under such agreement, supply arrangement or subcontract or otherwise as a result of circumstances of Force Majeure.

1.11.5 If a party fails to inform the other party of the Force Majeure event concerned as

set out in this Clause, then such party shall thereafter not be entitled to refer to or rely on such Force Majeure as a reason for non-fulfilment of any obligation in terms of this Agreement, provided that this obligation to perform shall not apply if a Force Majeure event is known by both parties or the party is unable to inform the other party due to the Force Majeure event.

1.11.6 If the Force Majeure continues for more than 90 (ninety) days, either party shall

have the right to terminate this Agreement with immediate affect. 1.12 SEVERABILITY 1.12.1 If any court of competent jurisdiction holds any provision of this Agreement

invalid, illegal, unlawful or unenforceable for any reason, such provision shall be severed and the remainder of the provisions hereof shall continue in full force and effect as if this Agreement had been executed with the invalid, illegal or unenforceable provision eliminated.

1.12.2 In the event of a holding of invalidity so fundamental as to prevent the

accomplishment of the purpose of this Agreement, SANRAL and the Supplier shall agree to meet and review the matter and if any valid and enforceable means is reasonably available to achieve the same objective as the invalid or unenforceable provision, to adopt such means by mutual agreement by way of variation of the Agreement.

1.13 WAIVER 1.13.1 The failure of either party to insist upon strict performance of any provision of this

Agreement, or the failure of either party to exercise any right or remedy to which it is entitled hereunder, shall not constitute a waiver thereof and shall not cause a diminution of the obligations established by this Agreement.

1.13.2 A waiver of any Default shall not constitute a waiver of any subsequent default. 1.14 SUCCESSION 1.14.1 This Agreement shall be binding on the successors in title, assignees,

administrators, executors and heirs of either party. 1.15 INSURANCE 1.15.1 The Supplier shall act and take out insurance and maintain at his own cost such

insurance as he deems necessary to cover his responsibilities in terms of the Agreement including the deductible excesses of the insurance. SANRAL shall be at liberty to examine the insurance purchased.

1.16 COMMENCEMENT AND PROGRAMME

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1.16.1 The Supplier shall commence the Works as specified herein, and shall proceed

with the same with due expedition and without delay except as may be expressly sanctioned or ordered by SANRAL or be completed beyond the control of the Supplier.

1.17 TIME FOR COMPLETION 1.17.1 The Works shall be executed by the date specified herein or such extended time as may be provided for in terms of the Agreement. 1.18 FAILURE TO PERFORM 1.18.1 If the Supplier fails to execute the Works by the date of completion or within the

constraints and limitations detailed in the Agreement, the Supplier shall reimburse SANRAL for the costs reasonably incurred in arranging for the works or duties or tasks which the Supplier has consistently failed to execute satisfactorily to be carried out by others on his behalf, in accordance with the provisions of the Agreement.

1.18.2 SANRAL may, without prejudice to any other form of recovery, deduct such sum

or sums from any monies due or which may become due to the Supplier. 1.18.3 The payment or deduction of such sum or sums shall not relieve the Supplier of

his obligation to complete the Works or from any of his obligations or liabilities under the Agreement.

1.18.4 A penalty of half (0.5) percent of the total agreement value per calendar day or

part thereof shall be applicable for late-completion or non-completion of the Works.

1.18.5 Penalties will be applied for non-performance during the Maintenance Phase of

the Works as specified. 1.19 TRAVELLING 1.19.1 The Supplier is to include all travelling and delivery cost in his quotation, for

which no extra costs will be paid. 1.20 SITE ACCOMMODATION 1.20.1 No supplier personnel will be allowed to stay on site. 1.20.2 No offices are available on site for the supplier. 1.21 EQUIPMENT AND MATERIALS 1.21.1 The Supplier must safeguard all material and equipment. This responsibility

passes to SANRAL from the date that an Inspection Release Certificate in

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respect of the completed system installation is handed over. It will be the Suppliers responsibility to take out any necessary insurance cover.

1.21.2 The Supplier can under no circumstance make use of any other Supplier or

subcontractor’s equipment on site to complete their work, without the prior written consent of the other Supplier or subcontractor.

1.22 SOFTWARE LICENCING 1.22.1 The Supplier shall procure all software in the name of SANRAL and deliver the original of all such licenses and software to SANRAL before the completion of the Installation Phase of the Works. 1.23 VACATION OF SITE 1.23.1 The Supplier shall hand the site back to SANRAL in the same condition as it was

before the commencement of the works. Failing to do so, SANRAL will effect all repairs, replacement and/or cleaning necessary to return the site to its original condition. All costs associated herewith will be deducted from the payment due to the Supplier.

1.24 MEASUREMENT AND PAYMENT 1.24.1 The Supplier shall submit to SANRAL, on completion of the Installation Phase of

the Works and acceptance thereof by SANRAL (refer to Project Specifications), in a form that SANRAL may reasonably require, an invoice of the amount it claims in accordance with the provisions of this Agreement.

1.24.2 Payment shall be made within 14 (fourteen) calendar days of receipt by SANRAL

(at its nominated address for invoices) of a valid invoice and statement, from the Supplier.

1.24.3 If any sum payable under this Agreement is not paid within 30 (thirty) calendar

days after the due date then (without prejudice to the Supplier’s other rights and remedies) the Supplier shall be entitled to receive interest compounded monthly on the amount owing during the period of delay. Interest shall be calculated at 1 (one) percentage point above the prime rate charged by the Supplier’s bank at the time. The Supplier shall be entitled to such payment without formal notice.

1.25 SETTLEMENT AND DISPUTES 1.25.1 Any dispute or difference of any kind whatsoever between SANRAL and the

Supplier in connection with or arising out of this Agreement (whether during the execution of the agreement works or after their completion and whether before or after the termination, abandonment or breach of this Agreement) shall be settled by reference to SANRAL.

1.25.2 If a dispute cannot be settled between the two parties, then the chief executive

officers of the two parties shall meet and endeavour to resolve issues between them.

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1.25.3 If the agreement between chief executive officers cannot be reach within 49 (forty-nine) calendar days after receipt by one Party of the other Party’s request to do so, the dispute may be submitted by either party to the Gauteng High Court for urgent or interim relief.

1.25.4 Notwithstanding any contrary provisions in this Agreement, any Party shall have

the right to approach the Gauteng High Court for urgent or interim relief. 1.26 NON RENOUNCEMENT OF STATUTORY POWERS 1.26.1 Notwithstanding any provision contained in this Agreement or any right or

obligations arising there from: 1.26.1.1 SANRAL does not renounce any of its statutory powers; and 1.26.1.2 both parties record SANRAL's power to act in accordance with the

existing or future acts of Parliament or regulations made by virtue thereof and that this Agreement shall not affect such powers in any way whatsoever; and

1.26.1.3 SANRAL shall have the right to refuse to furnish any information or

documentation that the Supplier may request in terms of this Agreement if SANRAL is of the opinion, based on reasonable grounds, that such information or documentation is confidential, or if the disclosure of such information or documentation will infringe another party's copyright or any other right or breach a relation of trust between SANRAL and another party.

1.27 ENTIRE AGREEMENT 1.27.1 The Agreement constitutes the entire understanding between the parties relating

to the subject matter of this Agreement and supersedes all prior representations, negotiations or understandings, proposals or prior arrangements, oral or written with respect hereto, except in respect of any fraudulent misrepresentation made by either party.

1.27.2 The Supplier shall be deemed to have waived and renounced any condition

printed upon any stationary used by them for the purpose of or in connection with the submission of the quotation.

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APPENDIX C SPECIAL CONDITIONS OF CONTRACT C1. Service Level Agreement

The successful service provider will be required to sign a mutually agreed service level agreement (SLA), incorporating or amending the General Conditions of Contract and may include further conditions and refinement of parameters and shall include a quality guarantee/insurance and penalty clauses. The SLA will be entered into prior to the commencement of services.

C2. SANRAL Data

SANRAL Data will at all times remain the property of SANRAL. SANRAL hereby authorises the SERVICE PROVIDER to have access to and to make use of such data as is appropriate for the performance by the SERVICE PROVIDER of its obligations under this Agreement. The SANRAL Data will not be used by the SERVICE PROVIDER for any purpose other than in accordance with this Agreement.

C3. MANAGEMENT C3.1 Each Party has appointed or shall appoint a representative

(‘Representative’). The Representatives shall meet at least once a month at mutually agreed times and venues and shall be the primary contact for each Party. All invoices, communications, documentation and materials relating to this Agreement shall be sent by each Party to the appropriate Representative. Each Party shall notify the other in writing promptly in the event of any change in its Representative.

C3.2 The SERVICE PROVIDER’s Representative will have overall

responsibility for managing and coordinating the delivery of the Services. The SERVICE PROVIDER’s Representative will have the power and authority to make decisions with respect to actions to be taken by the SERVICE PROVIDER in the ordinary course of day-to-day management of SANRAL's account in accordance with this Agreement.

C3.3 The SANRAL Representative will have the power and authority to

make decisions with respect to actions to be taken by SANRAL under this Agreement. The SERVICE PROVIDER’s Representative may designate a reasonable number of additional employees to be points of contact for SANRAL with respect to particular matters of expertise relating to this Agreement.

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C3.4 The SANRAL representative shall chair all meetings.

C4. ADDITIONAL SERVICES C4.1 Where the SERVICE PROVIDER is engaged by SANRAL to

perform services which would otherwise fall outside the scope of the Services (“Additional Services”), any agreement with respect to such Additional Services will be set forth in a written agreement (“Additional Services Agreement”), unless it can be made under the Change Protocol, to be signed by both Parties which will contain as a minimum the following information, as applicable: C4.1.1 a reference to this Agreement, which reference will be

deemed to incorporate all of the provisions of this Agreement with the necessary changes save as may otherwise be recorded in the Additional Services Agreement;

C4.1.2 the date as of which the provisions of the Additional Services Agreement will become effective and, if applicable, the term or period of time during which the Additional Services set out the rein will be provided;

C4.1.3 a description of the Additional Services to be provided by the SERVICE PROVIDER pursuant to the Additional Services Agreement and any qualitative and quantitative performance standards applicable to such Additional Services;

C4.1.4 a description of SANRAL's responsibilities relating to the Additional Services, including any facilities, hardware, Software or other support that will be required;

C4.1.5 the amounts payable for the Additional Services or resources provided pursuant to the Additional Services Agreement and the schedule and procedures on which such amounts will be invoiced; and

C4.1.6 any additional provisions applicable to the Additional Services to be provided pursuant to the Additional Services Agreement that are not otherwise set forth in this Agreement or that are exceptions to the provisions set forth in this Agreement.

C4.2 The SERVICE PROVIDER shall not be liable for any delay or

failure to provide the Services resulting from the acts or omissions of SANRAL or any of its third party services or products providers.

C5. RIGHT AND OWNERSHIP OF DOCUMENTATION

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C5.1 All originals of documents furnished/supplied by the SANRAL and all

documentation, including data prepared by the SERVIOCE PROVIDER in connection with this Agreement shall be lodged with the SANRAL and shall become the property of the SANRAL upon their submission and acceptance by the Agency.

C5.2 Copyright in all such documentation prepared by the SERVICE

PROVIDER in terms of this Agreement shall vest in the SANRAL. C5.3 No data or documentation pertaining to these Services may be published,

used or circulated by the SERVICE PROVIDER without the prior written approval of the SANRAL.

C5.4 Notwithstanding anything to the contrary herein contained, any and or all Intellectual Property Rights belonging to the SERVICE PROVIDER or any third party prior to the development of the Services in terms of this Agreement shall remain the property of the SERVICE PROVIDER or such third party and the SANRAL shall not in any manner whatsoever be entitled to use such Intellectual Property Rights in any other manner not provided for herein without the written consent of the SERVICE PROVIDER or the third party.

C6. INTELLECTUAL PROPERTY RIGHTS INDEMNITY C6.1 Subject always to the Agency's proper observance of its obligations under

this Clause, the SERVICE PROVIDER shall indemnify the SANRAL against all claims, demands, actions, costs, expenses (including but not limited to legal costs and disbursements on an attorney and Agency basis), losses and damages arising from or incurred by reason of any infringement or alleged infringement (including but not Iimited to the defence of such alleged infringement) in South Africa of any Intellectual Property Right in connection with the receipt of the Services.

C6.2 The SERVICE PROVIDER shall promptly notify the SANRAL if any claim or demand is made or action brought against the SERVICE PROVIDER for infringement or alleged infringement of any Intellectual Property Right.

C6.3 The SANRAL shall promptly notify the SERVICE PROVIDER to which Clause C6.1 may apply. The SERVICE PROVIDER shall at its own expense conduct any litigation arising there from and all negotiations in connection therewith and the SANRAL hereby agrees to grant to the SERVICE PROVIDER exclusive control of any such litigation and such negotiations.

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C6.3 The SANRAL shall at the request of the SERVICE PROVIDER afford to the SERVICE PROVIDER all reasonable assistance for the purpose of contesting any claim or demand made or action brought against the SANRAL to which Clause C6.1 may apply or any claim or demand made or action brought against the SERVICE PROVIDER to which Clause C6.2 may apply. The SERVICE PROVIDER shall reimburse the SANRAL for all costs and (including but not limited to legal costs and disbursements on an attorney and client basis) incurred in so doing.

C6.4 The SANRAL shall not make any admissions which may be prejudicial to the defence or settlement of any claim, demand or action for infringement or alleged infringement of any Intellectual Property Right to which Clause C6.1 may apply or any claim or demand made or action brought against the SERVICE PROVIDER to which Clause C6.2 may apply.

C6.5 If a claim or demand is made or action brought to which Clause C6.1 may apply or in the reasonable opinion of the SERVICE PROVIDER is likely to be made or brought, the SERVICE PROVIDER shall at its own expense either:

C6.5.1 modify any or all of the Services without reducing the

performance and functionality, or substitute alternative Services of equivalent performance and functionality for any or all of the Services, so as to avoid the infringement or the alleged in infringement, provided that the terms of this Agreement shall apply mutatis mutandis to such modified or substituted Services and such modified or substituted Services shall be acceptable to the SANRAL, who will not unreasonably withhold such acceptance; or

C6.5.2 procure a royalty free licence to use the Services on terms

which are acceptable to the SANRAL.

C6.6 The foregoing provisions of this Clause C6 shall not apply insofar as any such claim or demand or action is in respect of:

C6.6.1 any use by or on behalf of the SANAL of the Services in

combination with any item not supplied or approved by the SERVICE PROVIDER where such use of the Services directly gives rise to the claim, demand or action; or

C6.6.2 any modification carried out by the SANRAL or on behalf of the SANRAL by a third party to any item supplied by the SERVICE PROVIDER under this Agreement if such modification is not authorised by the SERVICE PROVIDER in writing; or

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C6.6.3 any use by the SANRAL of the Services in a manner not

reasonably to be inferred from the specification or requirements of the SANRAL.

C6.7 If modification or substitution is not possible so as to avoid the infringement or the SERVICE PROVIDER has been unable to procure a license, the SERVICE PROVIDER shall be liable to replace or procure replacement of the Services or part thereof together with additional costs incurred in implementing and maintaining such replacements, including any costs to the SANRAL.

C6.8 The SANRAL hereby warrants that any instructions given in relation to the SERVICE PROVIDER’s use of any third party item supplied directly or indirectly by the SANRAL shall not cause the SERVICE PROVIDER to infringe any third party's Intellectual Property Rights in such item.

C7. CONFIDENTIALITY C7.1 The SERVICE PROVIDER acknowledges that all Material & Information

obtained from or relating to the SANRAL, its employees or agents is the property of the SANRAL.

C7.2 In further consideration of the SANRAL executing this Agreement with the SERVICE PROVIDER, the SERVICE PROVIDER hereby warrants that:

C7.2.1 the SERVICE PROVIDER (and any person employed or engaged

by the SERVICE PROVIDER in connection with this Agreement in the course of such employment or engagement) shall only use the Material & Information for the purposes of this Agreement;

C7.2.2 the SERVICE PROVIDER (and any person employed or engaged

by the SERVICE PROVIDER in connection with this Agreement in the course of such employment or engagement) shall not disclose any Material & Information to any third party without the prior written consent of the SANRAL;

C7.2.3 the SERVICE PROVIDER shall take all necessary precautions to

ensure that all Material & Information is treated as confidential and not disclosed or used other than for the purposes of this Agreement by the SERVICE PROVIDER’s employees, agents or sub-consultants; and

C7.2.4 without prejudice to the generality of the foregoing neither the

SERVICE PROVIDER nor any person engaged by him whether as a employee or a consultant or otherwise shall use the Material &

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Information for the solicitation of business from the SANRAL or another part of the South African Government by the SERVICE PROVIDER or by such employee or consultant or by any third party.

C7.3 The SANRAL:

C7.3.1 shall treat as confidential all Material & Information, obtained from the SERVICE PROVIDER; and

C7.3.2 shall not subject to this Clause C7 disclose to any third party

without the prior written consent of the SERVICE PROVIDER any Material & Information obtained from the SERVICE PROVIDER.

C7.4 The provisions of ClausesC7.1, C7.2 and C7.3 shall not apply to any

Material & Information which:

C7.4.1 is or becomes public knowledge other than by breach of this Clause C7; or

C7.4.2 is in the possession of the receiving party without restriction in

relation to disclosure before the date of receipt from the disclosing party; or

C7.4.3 is received from a third party who lawfully acquired it and who is

under no obligation restricting its disclosure; or

C7.4.4 is independently developed without access to the Material & Information.

C7.5 Nothing in this Clause C7 shall prevent the SERVICE PROVIDER or the SANRAL from using data processing techniques, ideas and know-how gained during the performance of this Agreement in the furtherance of its normal business, to the extent that this does not relate to a disclosure of any Material & Information or an infringement by the SANRAL or the SERVICE PROVIDER of any Intellectual Property Right.

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APPENDIX D CHANGE CONTROL PROCEDURE

1. Subject to the further provisions of this Appendix D, no variation, addition or consensual cancellation of this Agreement shall be of any force or effect unless and until it is reduced to writing and signed by the duly authorised representatives of each Party.

2. Should the Parties at any stage wish to amend the provisions of this Agreement including the provisions of this clause, the y shall do so by way of a written amendment signed by the authorised representatives of each Party.

3. Further, during the currency of this Agreement, events may occur which require a change to the nature or scope of Services or to any of the Schedules to this Agreement. Such changes shall be implemented on the following basis:

a. Should either Party wish to propose any change to the nature and scope of Service or to any of the Schedules to this Agreement, such Party shall address a written proposal to the other detailing the desired changes.

b. Should such proposal be made by:-

i. SANRAL, SANRAL shall specify the reasons for that change and describe the change in sufficient detail to enable the SERVICE PROVIDER to formulate a response. The SERVICE PROVIDER shall investigate the likely impact of any proposed changes or amendments upon the Services and the provision thereof and shall provide SANRAL with a “Variation Note”, including amended pricing and timeframes, in respect thereof. In the event that the SERVICE PROVIDER wishes to charge for the preparation of the Variation Note, such costs shall be required to be agreed by the Parties in advance and failing such agreement the SERVICE PROVIDER shall not be obliged to proceed with the preparation of the Variation Note;

ii. The SERVICE PROVIDER, it shall detail in a Variation Note the reasons for and impact of the change, the services required to implement the change and the effect that the changes, if implemented, will have on the relevant Services and pricing.

c. The Parties shall discuss the proposed changes and shall effect such amendments to the SERVICE PROVIDER’s Variation Note within 30 (thirty) days. The Variation Note shall then be

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considered by SANRAL and approved or rejected in its discretion, provided that if a Variation Note:-

i. is accepted by SANRAL, it shall be signed off by duly authorised representatives of the Parties and incorporated into this Agreement;

4. Neither the SERVICE PROVIDER nor SANRAL shall be entitled to proceed or require the implementation of any change to the Services or any Schedules pursuant to this Schedule E until such change and all matters relating thereto have been agreed in writing between the Parties in accordance with the provisions of this Schedule E. Pending sign-off as aforesaid, the Parties will continue to perform the its obligations without taking account of the proposed changes. Neither Party shall be obliged to agree to any change proposed by the other Party but the Parties will not unreasonably delay or withhold the agreement to a proposed change.

5. Should the Parties agree in writing, signed by both Parties, to any change, such amendment shall be binding on the Parties notwithstanding any failure to adhere to the procedure contemplated herein.

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APPENDIX E SERVICE LEVELS

Introduction

This Appendix provides an overview of the proposed service levels to be used during the execution of the Agreement. The document includes a description of severity classifications to be used as basis for classifying and calls logged with the Service Provider. The document also specifies predicted response and restoration times related to each of the categories of severity. The service levels are indicative only and will require continuous review and confirmation between the Service Provider and SANRAL. SANRAL and the Service Provider will review these service levels at the start of the Agreement and thereafter every six months to confirm applicability of the service levels for the next period.

1. SEVERITY CLASSIFICATION

CLASSIFICATION DESCRIPTION

Severity 1

To be negotiated

Severity 2 To be negotiated



2. SERVICE LEVELS

Severity

Code

Response Description Restore

Severity 1 98% of

incidents within

30 minutes of

notification

To be negotiated

X days

X hours

Severity 2 98% of

incidents within

2 hours of

notification

To be negotiated

X days

X hours

Severity 3 98% of To be negotiated X days

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Severity

Code

Response Description Restore

incidents within

1 day of

notification

Severity 4 98% of

incidents within

1 day of

notification

To be negotiated X days

3. EXCEPTION CONDITIONS

In addition to any exclusions and conditions detailed in this Agreement, the measurements or calculations of compliance with Service Levels will be adjusted to reflect the exclusion of events that are primarily attributable to any of the following:

3.1 SANRAL’s, or its third parties, acts, errors, or omissions;

3.2 Wilful misconduct, negligence or violations of laws by SANRAL;

3.3 SANRAL's failure to permit or give the SERVICE PROVIDER access to systems;

3.4 Events occurring within periods of time agreed in the agreed operational change control procedure, including (without limitation) during scheduled maintenance, downtime, back up and refresh activities.

3.5 Problems and incidents not reported through the documented and prescribed reporting procedure, where the detection or resolution of such problems or incidents is dependent upon SANRAL’s notification through such a procedure;

3.6 Delays caused by SANRAL, which affect the Service Provider’s provision of the Services;

3.7 Mutually agreed abnormal conditions, which might impact on the Service Levels;

3.8 Technically not possible by mutual agreement or expert determination;

3.9 Third party failures, where the Service Provider is not responsible for ensuring that the third party performs the act which was the subject of the failure;

3.10 The non-performance by SANRAL of all of its related obligations and responsibilities;

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4. PENALTIES

Severity

Code

Description Penalty

1 To be negotiated 4% of entire

monthly billing

amount

2 To be negotiated

3% of entire

monthly billing

amount

3 To be negotiated

2% of entire

monthly billing

amount

4 To be negotiated

1% of entire

monthly billing

amount

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APPENDIX F

PRICING SCHEDULE NOTE THAT SANRAL ONLY PAYS FOR ACTUAL SERVICES RENDERED IN

ACCORDANCE WITH APPROVALS ON COST ESTIMATES FROM THE RELEVANT

SANRAL AUTHORITATIVE PERSONNEL. ADDITIONALLY, ITEMS AND OR

SERVICES LISTED MAY NOT NECESSARILY BE USED OR PROCURED DURING THE

PERIOD OF THE TENDER. THE SUCESSFUL TENDERER MUST COMPLY WITH

SANRAL’S SUPPLY CHAIN MANAGEMENT PROCESS.

REMUNERATION APPROACH

SANRAL will only pay for actual costs of external products/items/services etc. procured on its behalf. No mark ups will be allowed.

Please use the table below to show the structure of the tendered fees. Where your agency does not confirm that a service is included in the fee, please provide the reason why the service is not included and also provide an estimate of the total cost at which the service will be charged. Only indicate a fee for staff that will work on a particular service. The hours indicated are 8 hours per day and many of the services may overlap. Please indicate the rate per hour for the following designated staff that will be working on the account for which the costs are reflected in the services table below.

Designation of staff

Rate per hour

Senior

Middle

Junior

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No SERVICE REQUIRED Frequency Cost for 2015/16

Quantity Senior Middle Junior

A SPECIFICATIONS FOR COMMUNICATIONS AND PUBLIC RELATIONS

A1.1 SCOPE OF WORKS

1.1.1 Development of a clear PR strategy. For the duration of the contract and updated

1800 hours

1.1.2 Development of an action plan.

Per year of rollout of strategy and project specific

1800 hours

1.1.3 Development of Communication Tools.

Per year of rollout of strategy

500 hours

1.1.4 Develop relationships with leading third-parties and key opinion leaders.

Ongoing 1800 hours

1.1.5 Draft, write, proof read and edit all articles, press releases, blog pieces and related information about SANRAL’s business.

Ongoing 1800 hours

A1.2 MEDIA

A1.2.1 MEDIA RELATIONS

1.2.1.1 Develop and maintain effective working relations with editors, journalists and

Ongoing 2000 hours

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media outlets

1.2.1.2 Create and maintenance of media databases, national and regional

Ongoing 300 hours

1.2.1.3 Support SANRAL’s in-house communications team/staff.

Ongoing 2000 hours

1.2.1.4 Compile and distribute relevant news clips relating to SANRAL’s business.

Ongoing 1800 hours

1.2.1.5 Provide recommendations resulting out of media monitoring review.

Ongoing 200 hours

1.2.1.6 Media clips are provided with recommendations 24/7.

200 hours

1.2.1.7 Source and manage the media monitoring services.

Daily 200 hours

1.2.1.8 Provided a media analysis. Per brief 800 hours

1.2.1.9 Create and maintain a press release calendar.

Ongoing 500 hours

1.2.1.10

Create and maintain pitch calendar. Ongoing 100 hours

1.2.1.11

Develop and implement strategies relating to daily newspapers.

Per requirement

200 hours

1.2.1.12

Create and manage special media events. Per brief 500 hours

1.2.1.13

Prepare SANRAL staff for media relations/interviews.

Per brief 100 hours

1.2.1.14

Arrange high exposure media debates. Per brief 1000 hours

1.2.1.1 Prepare detailed media brief for SANRAL Ongoing 500 hours

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5 staff media interactions.

1.2.1.16

Initiate or assist in writing documents for media distribution.

Ongoing 1000 hours

1.2.1.17

Initiate or assist in writing documents about issues relating to SANRAL.

Ongoing 1800 hours

1.2.1.18

Conduct media outreaches to inform the public about SANRAL business.

Per brief 1000 hours

1.2.1.19

Leverage meetings/events to attract media attention to SANRAL’s projects.

Per brief 300 hours

1.2.1.20

Initiate educational programmes that will result in on-going media attention about SANRAL’s projects.

Ongoing 1000 hours

1.2.1.21

Writing key media messages for SANRAL. Ongoing 200 hours

1.2.1.22

Generate content for internal and external publications.

Ongoing 1000 hours

1.2.1.23

Participate in weekly status meetings and reviews.

Weekly 1000 hours

1.2.1.24

Collaborate with the teams across disciplines.

Ongoing 200 hours

1.2.1.25

Ensure proper collaboration with other SANRAL service providers.

Ongoing 300 hours

1.2.1.26

Accurately manage, track and provide reports on spend.

Monthly 800 hours

1.2.1.27

Familiarise its employees on SANRAL account with SANRAL and other SANRAL service providers.

Ongoing 500 hours

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1.2.1.28

Develop multi-media releases and profile them on various media platforms.

Ongoing 500 hours

1.2.1.29

Demonstrate an understanding of SANRAL communications team.

Ongoing 500 hours

A1.2.2 Media training and media interviews:

1.2.2.1 Work with SANRAL to identify candidates. Per brief 300 hours

1.2.2.2 Identify and coordinate media training sessions.

Per brief 300 hours

1.2.2.3 Prepare briefing and follow up documents for every interview/debate.

Per brief 300 hours

A1.2.3 Media materials:

1.2.3.1 Prepare a SANRAL press kit Ongoing 100 hours

B SPECIFICATIONS FOR CONTENT GENERATION

1.1 Source, write, edit, proofread and prepare all content for SANRAL owned-publications

Ongoing 1800 hours

1.2 Edit and proofread all content for all SANRAL’s publications during contract term.

Ongoing 1800 hours

1.3 Ensure timeous approval of information by SANRAL.

Ongoing 100 hours

1.4 Ensure a dedicated staff to edit and proofread all SANRAL’s publication on all publication platforms.

Ongoing 300 hours

1.5 Translation of material in any official language.

Ongoing 800 hours

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C SPECIFICATIONS FOR STAKEHOLDER RELATIONS

1.1 Development of a stakeholder relations strategy and implementations plan.

500 hours

1.2 Understanding of various environments the SANRAL operates.

500 hours

1.3 Review of current stakeholder management strategy.

500 hours

1.4 Identification of stakeholders nationally.

1.5 Develop a stakeholder database.

1.6 Develop a stakeholder methodology for approval.

1.7 Assist in the implementation of stakeholder engagement plan.

1.8 Develop stakeholder mapping.

1.9 Track and improve all stakeholder engagement initiatives.

1.10 Full briefing documents prior to engagements.

1.11 Draft reports after each session.

1.12 Debriefing session post each session.

1.13 Develop tool kits for implementation.

1.14 Develop a checklist of engagements.

1.15 Develop engagement boundaries.

D ADDITIONAL LIST OF DELIVERABLES

1.1 Media management plan.

1.2 Assist in conceptualizing and management

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of media tours.

1.3 Drafting and finalising of FAQ’s.

1.4 Media response database.

1.5 Media log during crisis situations.

1.6 Reputation strategy and implementation plan.

1.7 Crisis management strategy and implementation plan.

1.8 Manage and maintain performance reports to SANRAL.

1.9 Turnaround times and processes to be identified in the scheduling reports.

1.10 Conduct research on a national or regional specific level and adjust strategies accordingly.

F CRISIS MANAGEMENT

1.1 Review current crisis management plan and establish a process to ensure crisis.

As per the tender

1000 hours

1.2 Must be available on a 24/7 basis. As per the strategy

1000 hours

G MONITORING AND EVALUTION

1.1 Regular listening of voice of the public through media monitoring.

As per the tender

1000 hours

1.2 Evaluation of results of our activities and revision of communication plan.

Ongoing 400 hours

F OTHER TENDER SPECIFICATIONS AND REQUIREMENTS

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F1 PROGRAMME ADMINISTRATION

1.1. Daily update calls Ongoing 200 hours

1.2 Weekly status meeting Monday mornings

Once a week for the whole year

1.3 Prepare a monthly report Monthly 100 hours

1.4 Monthly strategic meetings Ongoing 300 hours

1.5 Develop the project tracker Ongoing 200 hours

1.6 Attend Sanral project meetings As and when needed

100 hours

F6 ACCOUNT MANAGEMENT AND WORK FLOW

6.1 Issue status reports for all projects that include but are not limited to project number, description, current status, next steps, timeline and due date

Weekly / project based

500 hours

6.2 Screen work before presentation to Client (on brief and strategy)

Per brief 300 hours

6.3 Submit work for approval by Client Per brief 200 hours

6.4 Prepare and submit cost estimates Per brief 200 hours

6.5 Provide three quotes for third party service

Per brief 200 hours

6.6 Prepare and submit campaign timing plans Per brief 200 hours

6.7 Obtain sign-off from authorised Client representative

Ongoing 200 hours

6.8 Issue invoices and statements Monthly 200 hours

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6.9 Manage and resolve financial queries Ongoing 200 hours

6.10 Manage third party suppliers Per brief 300 hours

6.11 Coordinate and project manage all projects

Ongoing 500 hours

6.12 Oversee the application of and adherence to Corporate Identity

Ongoing 500 hours

6.13 Develop and maintain digital guard-book and communication message book of all work for Client

Ongoing 200 hours

6.14 Issue financial reports highlighting projects completed and/or invoiced, out-of-pocket expenses, media expenditures and other costs and committed budgets.

Quarterly 300 hours

6.15 Issue financial reconciliations indicating the difference between third party amounts and actual third party costs.

Quarterly 300 hours

TOTALS PER LEVEL OF SENIORITY R R R

FINAL TOTAL (SENIOR + MIDDLE + JUNIOR) R

NOTE: Fees for each year of the contract will increase by CPI on a yearly basis, with a maximum rate of 8% per annum.

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E DELIVERY AND TRAVEL E1.1 Delivery to SANRAL offices must be calculated in the pricing schedule. Delivery will be done by SANRAL or the successful agency upon request and only actual costs will be paid.

E1.2 TRAVEL FOR ALL STAFF

Daily Rate For Car Hire Only Class B will be paid for. Please provide proof of cheapest quote of three

Daily Rate For Accommodation Please follow Treasury regulation of R1300 per day including breakfast dinner, parking

Flights Only economy class will be paid for. Please provide proof of cheapest quote of three.

NOTE: All travel to SANRAL offices must be accounted for as part of the pricing schedule.

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