THE UNIVERSITY OF SOUTH AFRICA INVITES SUITABLY QUALIFIED SERVICE PROVIDERS TO PARTICIPATE IN A PUBLIC TENDER PROCESS FOR LABORATORY GAS CONTRACT ...

 
THE UNIVERSITY OF SOUTH AFRICA INVITES SUITABLY QUALIFIED SERVICE PROVIDERS TO PARTICIPATE IN A PUBLIC TENDER PROCESS FOR LABORATORY GAS CONTRACT ...
THE UNIVERSITY OF SOUTH AFRICA INVITES
  SUITABLY QUALIFIED SERVICE PROVIDERS
       TO PARTICIPATE IN A PUBLIC TENDER
                               PROCESS FOR
                LABORATORY GAS CONTRACT
   MANAGEMENT AT THE EUREKA BUILDING,
                  FLORIDA SCIENCE CAMPUS.

         TENDER SPECIFICATION DOCUMENT

   Tender Ref. No:          PT2019/08             Date of Issue:           June 2019

2019 Tender Specification   Florida Science Campus Gas Contract Management Project     Page 1
Table of contents

    1. Overview
    2. Proprietary and Confidential Information
    3. Dealing with the University of South Africa
    4. Registration and Compulsory information session
    5. Optional Pre-Screening of Mandatory Supporting Documentation
    6. Closing Date of Tender Submissions

    7. Mandatory Requirement
    8. Other Requirements
    9. Pricing
    10. Payment Terms
    11. Sub-Contracting
    12. Joint Arrangements
    13. Tender Specifications
    14. Evaluation Criteria
    15. Annexures
    16. Environmental Impact

2019 Tender Specification     Florida Science Campus Gas Contract Management Project   Page 2
1.    OVERVIEW

The Florida Laboratory gas project is aimed at ensuring compliance with occupational health and safety
as well as proper safe working environment for all UNISA community that utilizes or visit the
laboratories. This project will address the building of the new gas storage facilities, the mechanical gas
ventilation, gas detection, electrical compliance, gas installation with contract manager ensuring co-
ordination of all of these services during construction and closeout.

This particular package is for Gas Contract Management.             .

2.    PROPRIETARY AND CONFIDENTIAL INFORMATION

All material submitted in response to this tender shall become the property of Unisa. Any confidential
information provided by a service provider in response to this Tender will be held in confidence and will
only be used for the evaluation of this tender.

3.     DEALING WITH THE UNIVERSITY OF SOUTH AFRICA

Service providers must not contact any member of Unisa or the professional team with respect
to queries they may have with this tender. A compulsory information session will be held during
which it is expected that any queries raised, will be answered.

The service provider shall not disclose any such information or specification, whether explicit or implied,
to any third party without the written consent from Unisa.

4.    COMPULSORY REGISTRATION AND ADMITTANCE TO THE TENDER INFORMATION
      SESSION

              A non-refundable tender registration fee of R500.00 is payable by credit or debit card at
               the registration session. No cash payments will be accepted.
              Prospective tenderers must read the tender specification and bring a copy to the
                information session
              Only service provider representatives who are senior members of a relevant business unit,
               or are member(s) of the team responsible for tender purposes, will be permitted to attend
               the compulsory information session
              Contractors must be a member accredited by SACPCMP and their staff professionally
               registered with SACPCMP

Registration Date:          05 July 2019

Registration Time:          11:30 to 12:00 (Latecomers will not be admitted)

Venue:                    NB Pityana Building: Council Chamber, Room 02-55A, Executive Meeting
                          Room, Corner Christian De Wet and Pioneer Avenue, Florida

2019 Tender Specification        Florida Science Campus Gas Contract Management Project             Page 3
The above-mentioned time frames must be strictly adhered to; latecomers will not be registered and
admitted to the information session. The information session will commence immediately after
registration.

5.      OPTIONAL PRE-SCREENING OF MANDATORY SUPPORTING DOCUMENTATION

A non-compulsory pre-screening opportunity will be available to assist service providers to ensure that
their documentation meets the commercial mandatory requirements prior to the closing date of the
tender responses. The pricing requirements does not form part of this opportunity and must only be
submitted on the closing date.

The Supply Chain Management Directorate will be available on:

Date:        19 July 2019
Time:        11:00- 11:30
Venue:       NB Pityana Building, Second Floor, Room 2-56, Cnr Christiaan de Wet and Pioneer
             Avenue, Florida Campus, Roodepoort

6.      TENDER SUBMISSION AND CLOSING DATE

The original and a soft copy of the sealed tenders must be submitted into the official tender box
located in the NB Pityana Building Main Entrance, Ground Floor, Corner Christian De Wet and
Pioneer Avenue, Florida. Please quote the tender reference number [PT2019/ ] on the sealed
envelope.

Closing date:    25 July 2019 @ 12:00

Tenders submitted late will not be accepted or considered.
Points will be awarded for Broad-Based Black Economic Empowerment.
The decision of the UNISA Management Committee on awarding a tender is final.

Unisa reserves the right to appoint, contract with and monitor the performance of any service provider
it deems will offer the best service in line with its requirements, although it may not necessarily be the
lowest Tenderer. Unisa also reserves the right, in its sole discretion, to re-advertise, not to retender or
not to award the tender.

The tender awarded will be conditional and subject to successful negotiations and signing of a written
contract, failing which Unisa reserves the right to withdraw the tender and to award the tender to another
Tenderer without repeating the process.

2019 Tender Specification        Florida Science Campus Gas Contract Management Project             Page 4
7.       MANDATORY REQUIREMENTS

The following documentation must be submitted, failure to comply and submit any one of the
documents will disqualify the submission:

Mandatory requirements will include the following and must be labelled and submitted in the following
order:
Annexure A1:    Proof of attendance of compulsory information session.
Annexure A2:    Completed and signed Supplier List Application Form (F25).(www.unisa.ac.za)
Annexure A3:    Resolution to sign on behalf of the tendering unit.(www.unisa.ac.za)
Annexure A4:    Current and valid original SARS Clearance Certificate / tax status pin/ e- filling.
Annexure A5:    Copy of company registration documents indicating list of shareholders / members from
                CIPC
Annexure A6:    Pricing - the form of tender must be completed and signed
Annexure A7:    Minimum of three or more recent contactable references (not older than five (5) years)
                from customers to which the tenderer has provided specifically Gas Management
                services that are similar to the gas management service required; if the tenderer is the
                product of a merger or acquisition, the operation of the former companies will be taken
                into account (Reference Template must be completed). No other references will
                be considered.

Annexure A8:    Financial Statements
                a. One set (2 years comparative figures) of the most recent audited Annual Financial
                    Statements together with a signed Independent Auditor’s Report or a signed letter
                    from the Accounting Officer for Close Corporations must be submitted unless the
                    reporting entity is exempted in terms of the new South African Companies Act from
                    obtaining an Independent Auditor’s Report. The exempted entity must then submit
                    a signed Independent Reviewer’s report or signed compilation engagement (ISRS
                    4410) report from any recognised accounting professional body. The annual
                    financial statement submitted must be within six months of the financial year-end
                    to qualify for evaluation.

                 A complete set of Annual Financial Statements including the following:
                       Independent Auditor’s Report (Letter from an External Accountant/Accounting
                        Officer for Close Corporations)
                       Statement of Comprehensive Income (Income Statement)

                       Statement of Financial Position (Balance Sheet)

                       Statement of Cashflows

                       Statement of Changes in Equity

                       Notes to the Financial Statements

2019 Tender Specification      Florida Science Campus Gas Contract Management Project                 Page 5
No summarized Financial Statements or Extracts of financial statements will be
                 accepted.
                 b. Where the financial statements of the holding company are submitted, a signed
                      letter be
                      included from the holding company, on their letterhead signed by the CEO/CFO,
                      that they would be liable if the subsidiary defaulted. This must be attached to the
                      financials being submitted. Failure to submit such signed letter will disqualify the
                      tender submission.
                 c.   The financial statements should be submitted as a separate bound document.

Annexure A9: Project Manager must be a member accredited by SACPCMP and their staff
                professionally registered with SACPCMP
Annexure A10: General terms and conditions to be completed and signed (www.unisa.ac.za).

8.    OTHER REQUIREMENTS

Annexure B1:     A valid B-BBEE certificate from SANAS accredited verification agency or an
affidavit certifying their total annual income and level of black ownership will be sufficient for EMEs
and QSEs. Failure to submit the above will result in a zero score for B-BBEE.

Note: All documents submitted in support of this tender must be the documents of the tendering
unit and may not pertain to different companies or units within a group. As an example, a tenderer
cannot submit its own B-BBEE certificate, but the SARS certificate of its holding company.

9.    PRICING

The price quoted must be fixed for the duration of the agreement.

              All pricing must be quoted in South African Rand (ZAR) including VAT.
              The pricing must remain valid for 120 days from the closing date of the tender.
              Pricing / costing template must be completed (Annexure A6)
              Any pricing not included in the pricing template will not be considered.

 Prices charged by the supplier for goods delivered and services performed under the contract shall not
 vary from the prices quoted by the supplier in his tender, and any variance will render the contract null
 and void.

2019 Tender Specification         Florida Science Campus Gas Contract Management Project            Page 6
10.    PAYMENT TERMS

The payment terms of the University are 30 days after receipt of goods and services and upon receipt
of the required documentation. No upfront payments will be considered.

11.    SUB-CONTRACTING

No sub-contracting allowed

12.    JOINT ARRANGEMENTS

No joint arrangements allowed

13.    TENDER SPECIFICATION

13.1 PROJECT SCOPE OF WORK

      Laboratory Gas Contract Management Services

               Gas installation package
               Gas detection package.
               Building Works package
               Electrical Installation Package
               Heating, Ventilation, Air-conditioning and Cooling (HVAC) package

       For detailed specification, please see the following attachment:

            See attached drawings
            Form of tender

2019 Tender Specification       Florida Science Campus Gas Contract Management Project       Page 7
14.     EVALUATION CRITERIA

Pre-qualification:
Only tenderers that meet all the mandatory requirements including the financial evaluation will proceed
to stage 1: of the adjudication.

Stage 1: Technical and functional evaluation – Contract Manager Contract:

 Item       Criteria                        Maximum score          Reference
 A1.1       Approach Paper – Method               35               Refer to A1.1 below for a guideline
            Statement

 A1.2       Evaluation Schedule:                     15            Refer to A1.2. below for a guideline
            Tender’s Experience

 A1.3       Contract Manager’s                       40            Refer to A1.3 below for a guideline
            Resources: Personnel

 A1.4       Quality Control                          10            Refer to A1.4 below for a guideline
            Procedures

            TOTAL                                   100

Stage 2: Price and B-BBEE Evaluations

                                         ITEMS                                                  POINTS

 1. Price                                                                                          75

 2. B-BBEE level of contribution                                                                   25

At the price & B-BBEE stage, all tenders submitted, either 10% above or 10% below the estimate
(inclusive of vat), will be verified with the service provider prior to awarding, should the service provider
change the price, the service provider will be disqualified and the second bidder will be considered.

15.     ANNEXURES

Annexure 1 (Evaluation Schedules)

2019 Tender Specification        Florida Science Campus Gas Contract Management Project               Page 8
ANNEXURE 1

Form A1.1 Evaluation Schedule: Approach Paper – Method Statement ( Step by Step approach to
the project from start to finish) (35 points)

The approach paper must respond to the scope of work and outline the proposed approach /
methodology including that relating to programme and method statement, Tenderers shall note that
health and safety and environmental approach are submitted and evaluated on separate schedules
with this tender but should be clearly referenced to. The approach paper should articulate what value
add the tenderer will provide in achieving the stated objectives for the project.

The tenderer must as such explain his / her understanding of the objectives of the assignment and
the Employer’s stated and implied requirements, highlight the issues of importance, and explain the
technical approach they would adopt to address them. The approach paper should explain the
methodologies which are to be adopted, the contracting strategy identifying the contract form to be
used and demonstrate the compatibility of these with the proposed approach. The approach should
also include reference to the quality plan which outlines processes, procedures and associated
resources, applied by whom and when, to meet the requirements and indicate how risks will
be managed and what contribution can be made regarding value management.

The scoring of the approach paper will be as follows:

       Method Statement (10)
            Specific to the scope of work detailing approach & methodology as required = 10 points
            Generic approach statement & methodology                                      = 8 points
            No or unrelated method statement                                              = 0 points
       Proposed detailed project program for the entire scope of work (10)
            Acceleration approach identifying potential areas for period reductions
             together with a Construction program in Gantt Chart format                    = 10 points
            Construction program in Gantt Chart format                                    = 8 points
            Unrelated or No program                                                       = 0 points
       Health and Safety Plan (5)
            Specific to the scope of work or ISO 18000 certified                          = 5 points
            Generic but addressing OHS plan in general                                    = 3 points
            Unrelated to contractor No Plan                                               = 0 points
       Risk Management Plan (5)
            Specific to the project                                                       = 5 points
            Generic but addressing RM plan in general                                     = 4 points
            Unrelated to contractor No Plan                                               = 0 points
       Procurement Management Plan (5)
            Specific to the project including contracting strategy                        = 5 points

2019 Tender Specification         Florida Science Campus Gas Contract Management Project         Page 9
   Generic but addressing RM plan in general                                  = 4 points
           Unrelated to contractor No Plan                                            = 0 points

The undersigned, who warrants that he / she is duly authorised to do so on behalf of the
enterprise, confirms that the contents of this schedule are within my personal knowledge and
are to the best of my belief both true and correct.

Signed …………………………………………..                      Date ……………………………

Name …………………………………………..

Position of the Tenderer …………………………………………..

2019 Tender Specification     Florida Science Campus Gas Contract Management Project       Page 10
Form A1.2 Evaluation Schedule: Tender’s Experience (15 points)

The experience of the tenderer or joint venture partners in the case of an unincorporated joint
venture or consortium as opposed to the key staff members / experts in similar projects or similar
areas and conditions in relation to the scope of work over the last five (5) years will be evaluated

Tenderers should very briefly (Between 1 and 2 pages) describe his or her experience in this
regard and attaches this to this schedule. Reference will be necessary to any other returnable
schedules submitted with this tender as is appropriate.

The Reference Template (A7) must be completed. Any additional documents
must be attached to this template.

References not on the template will not be considered

The scoring of the tenderer’s experience will be as follows:

•       Five or more similar projects     = 15 points (above R50 million with favorable references)

•       Four similar projects             = 13 points (above R50 million with favorable references)

•       Three similar project             = 11.5 points (above R50 million with favorable references)

•       Less than three similar projects = 0 points

2019 Tender Specification       Florida gas construction Management                               Page 11
Form A1.3 Evaluation Schedule: Contractor’s Resources – Personnel, Plant and Sub-
contractors (25 points)

The Contractor should propose the structure and composition of their team i.e. the main disciplines
involved, the key staff member / expert responsible for each discipline, and the proposed technical and
support staff and site staff, together with names of second choice alternate personnel. The roles and
responsibilities of each key staff member / expert should be set out as job descriptions. In the case of
an association / joint venture / consortium, it should, indicate how the duties and responsibilities are to
be shared. In addition, they shall provide a summary of the key staff member’s qualification (certificates,
diplomas or degrees as well as professional registration certificates), experience previous and current
occupation. Please include full detailed CV’s of the key staff members that will be fully dedicated to this
project.

The Contractor must attach his / her organization and staffing proposals to this page. Reference
will be necessary to any other returnable schedules submitted with this tender.

The scoring of the proposed organization and staffing will be as follows:

The scoring of the tenderer’s experience will be as follows:

          Senior Contract Project Manager to be professionally registered with SACPCMP Pr. CPM
           or Pr. CM with Project Management / Contract Management experience on similar
           projects (15 points)
              Work experience of above 15 years                                     = 15 points
              Work experience of between 10 – 15 years                              = 11.5 points
              NON-SUBMISSION of all of the above                                    = 0 points

          Contract Manager to be professionally registered with SACPCMP Pr. CM with Project
           Management / Contract Management experience on similar projects (10 points)
              Work experience of above 15 years                                     = 10 points
              Work experience of between 10 – 15 years                              = 8.5 points
              Work experience of below 10 years                                     = 7.5 points
              NON-SUBMISSION of all of the above                                    = 0 points

          OHS Agent, OHS Manager and OHS Officer all to be professionally registered with
           SACPCMP (5 points)
              OHS Agent fully registered with SACPCMP                               = 2 points
              OHS Manager fully registered with SACPCMP                             = 1.5 point
              OHS Officer fully registered with SACPCMP                             = 1.5 point
              NON-SUBMISSION of all of the above                                    = 0 points

2019 Tender Specification         Florida gas construction Management                                Page 12
   Project Planner / Time Manager (5 points)
           Work experience of above 10 years                            = 5 points
           Work experience of between 5 – 10 years                      = 4 points
           Work experience of below 5 years                             = 2 points
           NON-SUBMISSION of all of the above                           = 0 points

       Assistant Project Manager / Project Co-ordinator (5 points)
           Work experience of above 5 years                             = 5 points
           Work experience of between 2 – 5 years                       = 4 points
           Work experience of below 2 years                             = 2 points
           NON-SUBMISSION of all of the above                           = 0 points

The undersigned, who warrants that he / she is duly authorized to do so on behalf of the
enterprise, confirms that the contents of this schedule are within my personal knowledge and
are to the best of my belief both true and correct.

Signed …………………………………………..                       Date ……………………………

Name …………………………………………..

Position of the Tenderer …………………………………………..

Form A1.4 Evaluation Schedule: Quality Control Procedures (10 points)

2019 Tender Specification    Florida gas construction Management                      Page 13
The quality control practices and procedures which ensure compliance with stated requirements of the
Employer will be evaluated (SOP, Document management process, competency certificates, training
documents, etc.).

Service providers should very briefly outline (Between 1 and 2 pages) his or her procedures in relation
to the project and attach this to this schedule, reference will be necessary to any other returnable
schedules submitted with this tender.

The scoring of the service provider’s quality control procedures will be as follows:

   Standard operating procedures (SOP) for quality control                               = 2 points
   Documents management process                                                          = 2 points
   Training Documents and attendance registers for the last 12 months                    = 2 points
   Competency certificates for the training for all training formally provided           = 2 points
   ISO 9001 certificate for the organization                                             = 10 points
   Non-submission of any quality control procedures                                       = 0 points

The undersigned, who warrants that he / she is duly authorized to do so on behalf of the
enterprise, confirms that the contents of this schedule are within my personal knowledge and
are to the best of my belief both true and correct.

Signed …………………………………………..                        Date ……………………………

Name …………………………………………..

Position of the Tenderer …………………………………………..

2019 Tender Specification     Florida gas construction Management                              Page 14
16. ENVIRONMENTAL IMPACT

Set out the detail of the environmental impact of the activities relating to the agreement/contract and
the waste generated as a result thereof. Attach a detailed implementation plan by the contractor and/or
the person(s) responsible for implementing the agreement/contract, indicating how the environmental
impact and the waste generated will be minimized, mitigated and managed.

ANNEXURE 2 (Scope of work)

Scope of works
Please see the BOQ and drawings

2019 Tender Specification     Florida gas construction Management                              Page 15
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