111 HARRINGTON STREET, CAPE TOWN, 8000

PO BOX 4637, CAPE TOWN, 8000

TEL:  (021) 462 4502 FAX:  (021) 462 4509

 

                                                                                                                             18 JULY 2014

BID NO:

SAHRA/BGG/07/2014

TERMS OF REFERENCE

APPOINTMENT OF A SUITABLY QUALIFIED SERVICE PROVIDER FOR THE PRODUCTION AND INSTALLATION GRANITE HEADSTONES, SITE INTERPRETATIVE PLAQUE AND LANDSCAPING FOR THE GRAVE OF MAKWENA MATLALA – LIMPOPO PROVINCE

1.    PURPOSE

The South African Heritage Resources Agency (SAHRA) invites suitably qualified and experienced service providers to submit bid quotations for a graphic design, production and installation of granite headstones, site interpretative plaque and landscaping for the grave of Makwena Matlala in Limpopo Province.

2.    BACKGROUND

SAHRA is a statutory organisation established under the National Heritage Resources Act, No 25 of 1999. The primary objective of SAHRA is to coordinate the identification and management of the national estate which is defined as heritage resources of cultural and other significance.

SAHRA in partnership with the Department of Arts and Culture (DAC) intends to upgrade graves and burial sites of cultural significance and national memory for better presentation in accordance with provisions of Section 44 of the NHRA. The proposed upgrading is part of a serial nomination, grading and declaration of the identified gravesites and houses associated with traditional leaders, as National Heritage Sites. This is in recognition of their significant cultural contribution to resistance politics and attainment of the national non- racial democratic dispensation.

It is within this context that SAHRA wishes to appoint an eligible service provider to restore and rehabilitate the grave of Makwena Matlala and install a site interpretative plaque engraved with the logos of the Department of Arts and Culture and SAHRA.

  1. 1.      SCOPE OF THE SERVICE REQUIRED
  • Erection of a headstone.
  • Installation of a slab on top of the grave.
  • The headstone and the slab must be in Zimbabwean granite.
  • Paving inside the burial area.
  • Fence the grave with palisade fencing and construct a gate.
  • The fence must rest on a wall that is 30cm high.
  • Installation of Interpretative plaque in Zimbabwean granite.
  • Engraving of the site interpretative plaque must be in the three official languages bearing the logos of SAHRA and DAC.
  • The service provider must contract people from the local community.
  • Invitation to site briefing for measurements.

3 . CONDITIONS OF BID (FAILURE TO MEET ANY OF THE REQUIREMENTS BELOW WILL RENDER YOUR BID OFFER NON-RESPONSIVE).

3.1  The “Requirement for content of the project proposal” section above outlines the information that must be included in bid offers. Failure to provide all or part of the information will result in your bid being excluded from the evaluation process.

3.2  SAHRA reserves the right to request new or additional information regarding each bidder and any individual or other persons associated with its proposal.

3.3  Bidders are requested to provide a proposal with a clear break down of construction and installation costs

3.4  SAHRA may require responsive bidders to present and discuss their proposals.

3.5  SAHRA reserves the right not to make any appointment from the proposals submitted.

3.6  Bidders shall not issue any press release or other public announcement pertaining to details of their project proposal without the prior written approval of SAHRA.

3.7  Bidders are required to declare any conflict of interest they may have in the transaction for which the bid is submitted or any potential conflict of interest. It is important that bidders declare their conflict of interest through completion of relevant attached forms. SAHRA reserves the right not to consider further any bid where such a conflict of interest exists or where such potential conflict of interest may arise.

3.8  A valid original Tax Clearance Certificate, issued by the South African Revenue Services, must be submitted, failing which the relevant bidder’s bid shall not be considered.  (See attached application form for Tax Clearance Certificate.)

3.9  Any and all project proposals shall become the property of SAHRA and shall not be returned.

3.10  The bid offers and proposals should be valid and open for acceptance by SAHRA for a period of 60 days from the date of submission.

3.11  Bidders are advised that submission of a proposal gives rise to no contractual obligations on the part of SAHRA.

3.12   SAHRA reserves the right not to award the bid to the bidder that scores the highest points.

3.13   Disputes that may arise between SAHRA and a bidder must be settled by means of mutual consultation, mediation (with or without legal representation) or, when unsuccessful, in a South African court of law.

3.14   In addition to adherence to the specific terms and conditions of proposals, provided in this document, the bidder shall be bound by the provisions of the General Conditions of Contract attached hereto, an original signed copy of which must be submitted together with all other bid documentation.

3.15   All returnable bid documents must be completed in full and submitted together with the bidder’s proposal. Should the returnable documents not be completed, the bid will not be considered any further.

3.16   Bidders are required to attend the compulsory briefing session as per anticipated time schedule below. Failure to attend this session will automatically invalidate your bid offer. Please contact the project manager

 

Compulsory Site Briefing 25 July 2014 Ms Mimi Seetelo

012 320 8490

 

3.17   All costs associated with submission of proposals by bidders will be incurred by each respective bidder.

3.18  The most recent set of audited financial statements must be submitted together with the bid offer.

3.19  The successful bidder will be subject to supplier clearance process as prescribed by the National Treasury. This process includes, verification of supplier and its shareholders/directors/members’ status on the list of defaulters and restricted suppliers.

3.20  The proposal must include a company profile/ organization profile, comprising a description of the organization of the bidder, its primary business activity, clients experience, management etc, including at least three references for companies, whom the service provider offered the same service to.

3.21 The service provider is required to complete and submit the following forms:

(1)   SBD 6.1 Preference points claim form (valid BBBEE certificate must be submitted together with this completed document)

(2)   SBD 4 Declaration of Interests form

(3)   SBD 2 Tax Clearance certificate application form

(4)   SBD 8 Declaration of Bidder’s Past Supply Chain Management Practices.

(5)   SBD 9 Certificate of Independent Bid Determination.

(6)   CIBD Certification (see 5 (2))

(7)   Treasury General Conditions of Contract

(8)   Supplier Database Application Form

NB: Failure to submit completed returnable forms as mentioned above may automatically disqualify your quotation. Please ensure that you submit an original valid tax clearance certificate.

4.         SCM COMPLIANCE REQUIREMENTS FOR CONSTRUCTION CONTRACTS

(1)   As per CIDB regulation 25 (1) and CIDB standard for uniformity (SFU) 4.5.4: please note the minimum category the bidders must be registered at with the CIDB in order to qualify for evaluation is 3.

(2)   As per CIDB Act sec 18(1): a contractor may not undertake, carry out or complete any construction works or portion thereof for public sector contracts, awarded in terms of competitive tender or quotation, unless he or she is registered with the Board and holds a valid registration certificate issued by the Board. Bidders are therefore expected to provide proof of such certification in order to qualify for evaluation.

(3)   In terms of CIDB regulation 17: The contractor should be registered in the class of construction works designated as Specialist Works (SP) in order to qualify for evaluation.

5.         ANTICIPATED TIME SCHEDULE AND PROCESS

SAHRA database

 Request of BIDs from accredited service providers registered with SAHRA SCM 

Before closing dateSubmission of Proposals and closing of bidProposals submitted to SAHRA04 August 2014 at 11H00

6.         EVALUATION CRITERIA

All bid offers received shall be evaluated based on a two stage bidding process. The phases are as follows:

  • Phase One: Compliance to conditions of bid and Terms of Reference.
  • Phase two: preference points for Broad-Based Black Economic Empowerment (BBBEE) Status Level of Contribution (80/20 preference points system), where 80 points are allocated to price, and 20 points are allocated to BBBEE status level as follows;

B-BBEE Status Level of Contributor

Number of points

(80/20 system)

1

20

2

18

3

16

4

12

5

8

6

6

7

4

8

2

Non-compliant contributor

0

Price (Vat included)

Price must be quoted in South African currency and must be inclusive of VAT. Bidders are further requested to indicate their price in all elements listed on the pricing schedule including management and transactional fee of the requested service. Price will be evaluated based on 80 points and the applicable formula of calculating points scored by each bidder.

Please Note:

SAHRA reserves its right not to make any award in respect of this RFP. The prospective service provider shall bear all costs associated with submission of the RFP. No late offers shall be considered.

7. SUBMISSION OF BID OFFER AND PROPOSALS

Project proposals must be submitted in a sealed envelope, marked as confidential and for the attention of the contact person. It must be posted to the following address: South African Heritage Resources Agency, P.O. Box 4673, Cape Town, 8000, or placed in the tender box at the SAHRA Head Office, 111 Harrington Street, Cape Town.

Closing date for bid offers and proposals: 04 August 2014 at 11h00

For technical information, please contact:

Ms Mimi Seetelo

Manager: Burial Grounds and Graves

South African Heritage Resources Agency

P.O. Box 4673

Cape Town

8000

Tel: 021 462 4502

Fax: 021 462 4509

072 0494 138

Email: mseetelo@sahra.org.za

For the Supply Chain related enquiries, please contact:

 Ryan Jonas

Supply Chain Management Officer

South African Heritage Resources Agency

111 Harrington Street

Cape Town

8000

Tel: 021 462 4502

Fax: 021 462 4509

Email: rjonas@sahra.co.za