Appointment of a Service Provider to Provide Car Rental and Shuttle Services for the Presidency for a Period of Three Years.

Tender Number:	PO 2021/22:002
Department:	The Presidency
Tender Type:	Request for Proposal
Province:	National
Date Published:	Thursday, 23 September 2021
Closing Date:	Friday, 15 October 2021 - 11:00
Place where goods, works or services are required:	Government Avenue - Arcadia - Pretoria - 0001
Special Conditions:	Briefing session is virtual and the link is on the bid document and eTender portal.
ENQUIRIES:
Contact Person:	Madira Selomo
Email:	[email protected]
Telephone number:	012-300-5951
FAX Number:	N/A
BRIEFING SESSION:
Is there a briefing session?: Yes	Is it compulsory? NO
Briefing Date and Time:	Monday, 04 October 2021 - 10:00
Briefing Venue:	https://teams.microsoft.com/l/meetup-join/19%3ameeting_N2M1MTU4NGYtM2YwMi00NWYxLTk5YmQtMDI1ZWFhNTMzO

This tender is also available from www.etenders.gov.za

{TENDER_DOCUMENTS_TEXT_START} APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE CAR RENTAL AND SHUTTLE SERVICES FOR THE PRESIDENCY FOR A PERIOD OF THREE YEARS. Tender Number: PO 2021/22:002 Department: The Presidency Tender Type: Request for Proposal Province: National Date Published: Thursday, 23 September 2021 Closing Date: Friday, 15 October 2021 - 11:00 Place where goods, works or services are required: Government Avenue - Arcadia - Pretoria - 0001 Special Conditions: Briefing session is virtual and the link is on the bid document and eTender portal. ENQUIRIES: Contact Person: Madira Selomo Email: [email protected] Telephone number: 012-300-5951 FAX Number: N/A BRIEFING SESSION: Is there a briefing session?: Yes Is it compulsory? NO Briefing Date and Time: Monday, 04 October 2021 - 10:00 Briefing Venue: https://teams.microsoft.com/l/meetup-join/19%3ameeting_N2M1MTU4NGYtM2YwMi00NWYxLTk5YmQtMDI1ZWFhNTMzO This tender is also available from www.etenders.gov.zaBID DOCUMENT BID DESCRIPTION: APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE CAR RENTAL AND SHUTTLE SERVICES FOR THE PRESIDENCY FOR A PERIOD OF THREE YEARS. BID NUMBER: PO: 2021/22:002 CLOSING: 15 OCTOBER 2021 TIME: 11:00 AM VALIDITY PERIOD: 150 DAYS BRIEFING SESSION DATE: 04 OCTOBER 2021 TIME: 10:00 AM VENUE: Microsoft Teams (Virtual) - Click here to join the meeting Due to Covid-19 restrictions, interested bidders are required to connect on the meeting link provided on the bid document, eTender portal and The Presidency website under Tenders. Kindly take note of the following attached documentations: Section 1: Standard Bidding Documents Section 2: Special Conditions (Specification /Terms of Reference) Section 3: General Conditions NB: Standard bidding Documents (SBDs) Forms MUST be fully completed with a black ink only, and not re –typed. Where the cancellation is made, bidder MUST sign. The use of Tipex or related Materials is not allowed. Failure will result in the Bid /Proposal been Disqualified /Invalidated.Bidders must submit original, compact disc and additional one (01) copy of the bid documents, Failure to do so will result in the bid/proposal disqualified/invalidated. The bid documents must be submitted in a sealed envelope. SBD 1 PART A INVITATION TO BID YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE (NAME OF DEPARTMENT/ PUBLIC ENTITY) BID NUMBER: PO 2021/22: 002 CLOSING DATE: 15 OCTOBER 2021 CLOSING TIME: 11:00 APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE CAR RENTAL AND SHUTTLE SERVICES FOR THE PRESIDENCY DESCRIPTION FOR A PERIOD OF THREE YEARS. THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM (SBD7). BID RESPONSE DOCUMENTS MAY BE DEPOSITED IN THE BID BOX SITUATED AT (STREET ADDRESS) UNION BUILDINGS GOVERNMENT AVENUE ARCADIA PRETORIA SUPPLIER INFORMATION NAME OF BIDDER POSTAL ADDRESS STREET ADDRESS TELEPHONE NUMBER CODE NUMBER CODE NUMBER CELLPHONE NUMBER FACSIMILE NUMBER E-MAIL ADDRESS VAT REGISTRATION NUMBER B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE [TICK APPLICABLE BOX] IF YES, WHO WAS THE CERTIFICATE ISSUED BY? TCS PIN: Yes OR CSD No: B-BBEE STATUS LEVEL SWORN AFFIDAVIT No Yes No AN ACCOUNTING OFFICER AS CONTEMPLATED IN THE CLOSE CORPORATION ACT (CCA) A VERIFICATION AGENCY ACCREDITED BY THE SOUTH AFRICAN ACCREDITATION SYSTEM (SANAS) A REGISTERED AUDITOR NAME: AN ACCOUNTING OFFICER AS CONTEMPLATED IN THE CLOSE CORPORATION ACT (CCA) AND NAME THE APPLICABLE IN THE TICK BOX [A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/SWORN AFFIDAVIT(FOR EMEs& QSEs) MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE] ARE YOU THE ACCREDITED REPRESENTATIVE IN SOUTH AFRICA FOR THE GOODS /SERVICES /WORKS OFFERED? SIGNATURE OF BIDDER CAPACITY UNDER WHICH THIS BID IS SIGNED (Attach proof of authority to sign this bid; e.g. resolution of directors, etc.) Yes No [IF YES ENCLOSE PROOF] ARE YOU A FOREIGN BASED SUPPLIER FOR THE GOODS /SERVICES /WORKS OFFERED? ……………………………… DATE TOTAL NUMBER OF ITEMS OFFERED BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TO: DEPARTMENT/ PUBLIC ENTITY CONTACT PERSON TELEPHONE NUMBER FACSIMILE NUMBER E-MAIL ADDRESS Yes No [IF YES ANSWER PART B:3 BELOW ] TOTAL BID PRICE (ALL INCLUSIVE) TECHNICAL INFORMATION MAY BE DIRECTED TO: CONTACT PERSON TELEPHONE NUMBER FACSIMILE NUMBER E-MAIL ADDRESS 2 PART B TERMS AND CONDITIONS FOR BIDDING 1. BID SUBMISSION: 1.1. BIDS MUST BE DELIVERED BY THE STIPULATED TIME TO THE CORRECT ADDRESS. LATE BIDS WILL NOT BE ACCEPTED FOR CONSIDERATION. 1.2. ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS PROVIDED–(NOT TO BE RE-TYPED) OR ONLINE 1.3. BIDDERS MUST REGISTER ON THE CENTRAL SUPPLIER DATABASE (CSD) TO UPLOAD MANDATORY INFORMATION NAMELY: ( BUSINESS REGISTRATION/ DIRECTORSHIP/ MEMBERSHIP/IDENTITY NUMBERS; TAX COMPLIANCE STATUS; AND BANKING INFORMATION FOR VERIFICATION PURPOSES). B-BBEE CERTIFICATE OR SWORN AFFIDAVIT FOR B-BBEE MUST BE SUBMITTED TO BIDDING INSTITUTION. 1.4. WHERE A BIDDER IS NOT REGISTERED ON THE CSD, MANDATORY INFORMATION NAMELY: (BUSINESS REGISTRATION/ DIRECTORSHIP/ MEMBERSHIP/IDENTITY NUMBERS; TAX COMPLIANCE STATUS MAY NOT BE SUBMITTED WITH THE BID DOCUMENTATION. B-BBEE CERTIFICATE OR SWORN AFFIDAVIT FOR B-BBEE MUST BE SUBMITTED TO BIDDING INSTITUTION. 1.5. THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT 2000 AND THE PREFERENTIAL PROCUREMENT REGULATIONS, 2017, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER LEGISLATION OR SPECIAL CONDITIONS OF CONTRACT. 2. 2.1 TAX COMPLIANCE REQUIREMENTS BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS. 2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS TO ENABLE THE ORGAN OF STATE TO VIEW THE TAXPAYER’S PROFILE AND TAX STATUS. 2.3 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) OR PIN 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. 2.4 BIDDERS MAY ALSO SUBMIT A PRINTED TCS TOGETHER WITH THE BID. 2.5 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED, EACH PARTY MUST SUBMIT A SEPARATE PROOF OF TCS / PIN / CSD NUMBER. 2.6 WHERE NO TCS IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A CSD NUMBER MUST BE PROVIDED. 3. QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS 3.1. IS THE BIDDER A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES 3.2. DOES THE BIDDER HAVE A BRANCH IN THE RSA? NO YES 3.3. DOES THE BIDDER HAVE A PERMANENT ESTABLISHMENT IN THE RSA? NO YES 3.4. DOES THE BIDDER HAVE ANY SOURCE OF INCOME IN THE RSA? NO YES NO IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN, IT IS NOT A REQUIREMENT TO OBTAIN A TAX COMPLIANCE STATUS / TAX COMPLIANCE SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 ABOVE. NB: FAILURE TO PROVIDE ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID. 3 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: ………………………………………………………………………………....…………………... . 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. 2.6.1 ¹“State” means – (a) any national or provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act No. 1 of 1999); (b) any municipality or municipal entity; (c) provincial legislature; (d) national Assembly or the national Council of provinces; or (e) Parliament. 4 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 presently employed by the state? 2.7.1 If so, furnish the following particulars: YES / NO 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 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 document? YES / NO YES / NO (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 / trustees / shareholders / members or their spouses conduct business with the state in the previous twelve months? 2.8.1 If so, furnish particulars: ………………………………………………………………….. ………………………………………………………………….. …………………………………………………………………... 2.9 Do you, or any person connected with the bidder, have any relationship (family, friend, other) with a person employed by the state and who may be involved with the evaluation and or adjudication of this bid? YES / NO YES / NO 2.9.1 If so, furnish particulars. ……………………………………………………………... …………………………………………………………..…. 5 ……………………………………………………………… 2.10 Are you, or any person connected with the bidder, aware of any relationship (family, friend, other) between any other bidder and any person employed by the state who may be involved with the evaluation and or adjudication of this bid? YES/NO 2.10.1 If so, furnish particulars. ……………………………………………………………… ……………………………………………………………… ……………………………………………………………… 2.11 Do you or any of the directors / trustees / shareholders / members of the company have any interest in any other related companies whether or not they are bidding for this contract? YES/NO 2.11.1 If so, furnish particulars: ……………………………………………………………………………. ……………………………………………………………………………. ……………………………………………………………………………. 3 Full details of directors / trustees / members / shareholders. Full Name 4 Identity Number Personal Tax State Employee Reference Number Number / Persal Number 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 6 SBD 6.1 PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2017 This preference form must form part of all bids invited. It contains general information and serves as a claim form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) Status Level of Contribution NB: BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF BBBEE, AS PRESCRIBED IN THE PREFERENTIAL PROCUREMENT REGULATIONS, 2017. 1. GENERAL CONDITIONS 1.1 The following preference point systems are applicable to all bids: - 1.2 1.3 the 80/20 system for requirements with a Rand value of up to R50 000 000 (all applicable taxes included); and the 90/10 system for requirements with a Rand value above R50 000 000 (all applicable taxes included). a) The value of this bid is estimated to not exceed R50 000 000 (all applicable taxes included) and therefore the 80/20 preference point system shall be applicable; or Points for this bid shall be awarded for: (a) Price; and (b) B-BBEE Status Level of Contributor. 1.4 The maximum points for this bid are allocated as follows: POINTS PRICE 80 B-BBEE STATUS LEVEL OF CONTRIBUTOR 20 Total points for Price and B-BBEE must not exceed 100 1.5 Failure on the part of a bidder to submit proof of B-BBEE Status level of contributor together with the bid, will be interpreted to mean that preference points for B-BBEE status level of contribution are not claimed. 1.6 The purchaser reserves the right to require of a bidder, either before a bid is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by the purchaser. 2. DEFINITIONS (a) “B-BBEE” means broad-based black economic empowerment as defined in section 1 of the Broad-Based Black Economic Empowerment Act; (b) “B-BBEE status level of contributor” means the B-BBEE status of an entity in terms of a code of good practice on black economic empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act; (c) “bid” means a written offer in a prescribed or stipulated form in response to an invitation by an organ of state for the provision of goods or services, through price quotations, advertised competitive bidding processes or proposals; (d) “Broad-Based Black Economic Empowerment Act” means the Broad-Based Black Economic Empowerment Act, 2003 (Act No. 53 of 2003); 7 (e) “EME” means an Exempted Micro Enterprise in terms of a code of good practice on black economic empowerment issued in terms of section 9 (1) of the BroadBased Black Economic Empowerment Act; (f) “functionality” means the ability of a tenderer to provide goods or services in accordance with specifications as set out in the tender documents. (g) “prices” includes all applicable taxes less all unconditional discounts; “proof of B-BBEE status level of contributor” means: (h) 1) B-BBEE Status level certificate issued by an authorized body or person; 2) A sworn affidavit as prescribed by the B-BBEE Codes of Good Practice; 3) Any other requirement prescribed in terms of the B-BBEE Act; “QSE” means a qualifying small business enterprise in terms of a code of good practice on black economic empowerment issued in terms of section 9 (1) of the Broad-Based Black Economic Empowerment Act; (j) “rand value” means the total estimated value of a contract in Rand, calculated at the time of bid invitation, and includes all applicable taxes; (i) 3. 3.1 POINTS AWARDED FOR PRICE THE 80/20 OR 90/10 PREFERENCE POINT SYSTEMS A maximum of 80 or 90 points is allocated for price on the following basis: 80/20 or 90/10 Pt  P min   Ps  801   P min   Pt  P min   Ps  901   P min   or Where Ps = Points scored for price of bid under consideration Pt = Price of bid under consideration Pmin = Price of lowest acceptable bid 4. POINTS AWARDED FOR B-BBEE STATUS LEVEL OF CONTRIBUTOR 4.1 In terms of Regulation 6 (2) and 7 (2) of the Preferential Procurement Regulations, preference points must be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table below: B-BBEE Status Level of Contributor Number of points 1 20 2 18 3 14 4 12 5 8 6 6 7 4 8 2 Non-compliant contributor 0 (80/20 system) 8 5. 5.1 6. 6.1 BID DECLARATION Bidders who claim points in respect of B-BBEE Status Level of Contribution must complete the following: B-BBEE STATUS LEVEL OF CONTRIBUTOR CLAIMED IN TERMS OF PARAGRAPHS 1.4 AND 4.1 B-BBEE Status Level of Contributor: . = ………(maximum of 20 points) (Points claimed in respect of paragraph 7.1 must be in accordance with the table reflected in paragraph 4.1 and must be substantiated by relevant proof of B-BBEE status level of contributor. 7. 7.1 SUB-CONTRACTING Will any portion of the contract be sub-contracted? (Tick applicable box) YES 7.1.1 NO If yes, indicate: i) ii) iii) iv) v) What percentage of the contract will be subcontracted............…………….…………% The name of the subcontractor………………………………………………………….. The B-BBEE status level of the sub-contractor......................................…………….. Whether the sub-contractor is an EME or QSE (Tick applicable box) YES NO Specify, by ticking the appropriate box, if subcontracting with an enterprise in terms of Preferential Procurement Regulations,2017: Designated Group: An EME or QSE which is at last 51% owned by: Black people Black people who are youth Black people who are women Black people with disabilities Black people living in rural or underdeveloped areas or townships Cooperative owned by black people Black people who are military veterans OR Any EME Any QSE 8. EME √ QSE √ DECLARATION WITH REGARD TO COMPANY/FIRM 8.1 Name of company/firm:……………………………………………………………………………. 8.2 VAT registration number:……………………………………….………………………………… 8.3 Company registration number:…………….……………………….……………………………. 8.4 TYPE OF COMPANY/ FIRM    Partnership/Joint Venture / Consortium One person business/sole propriety Close corporation 9  Company  (Pty) Limited [TICK APPLICABLE BOX] 8.5 DESCRIBE PRINCIPAL BUSINESS ACTIVITIES …………………………………………………………………………………………………… …………………………………………………………………………………………………… COMPANY CLASSIFICATION  Manufacturer  Supplier  Professional service provider  Other service providers, e.g. transporter, etc. [TICK APPLICABLE BOX] 8.6 Total number of years business:…………………………… the company/firm has been in 8.7 I/we, the undersigned, who is / are duly authorised to do so on behalf of the company/firm, certify that the points claimed, based on the B-BBE status level of contributor indicated in paragraphs 1.4 and 6.1 of the foregoing certificate, qualifies the company/ firm for the preference(s) shown and I / we acknowledge that: i) The information furnished is true and correct; ii) The preference points claimed are in accordance with the General Conditions as indicated in paragraph 1 of this form; iii) In the event of a contract being awarded as a result of points claimed as shown in paragraphs 1.4 and 6.1, the contractor may be required to furnish documentary proof to the satisfaction of the purchaser that the claims are correct; iv) If the B-BBEE status level of contributor has been claimed or obtained on a fraudulent basis or any of the conditions of contract have not been fulfilled, the purchaser may, in addition to any other remedy it may have – (a) disqualify the person from the bidding process; (b) recover costs, losses or damages it has incurred or suffered as a result of that person’s conduct; (c) cancel the contract and claim any damages which it has suffered as a result of having to make less favourable arrangements due to such cancellation; (d) recommend that the bidder or contractor, its shareholders and directors, or only the shareholders and directors who acted on a fraudulent basis, be restricted by the National Treasury from obtaining business from any organ of state for a period not exceeding 10 years, after the audi alteram partem (hear the other side) rule has been applied; and (e) forward the matter for criminal prosecution. ………………………………………. SIGNATURE(S) OF BIDDERS(S) WITNESSES 1. 2. …………………………………….. ……………………………………. DATE: ………………………………….. ADDRESS ………………………………….. ………………………………….. 10 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 havea. 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 Is the bidder or any of its directors listed on the National Treasury’s Database of Restricted 4.1 Yes No Yes No Yes No Yes No 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. 4.1.1 If so, furnish particulars: 4.2 Is the bidder or any of its directors listed on the Register for Tender Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004)? 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. 4.2.1 If so, furnish particulars: 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? 4.3.1 If so, furnish particulars: 11 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 4.4.1 If so, furnish particulars: 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 12 No SBD 9 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 4 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. 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. SBD 9 13 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 SBD 9 6. The bidder has arrived at the accompanying bid independently from, and without consultation, communication, agreement or arrangement with any competitor. However 14 communication between partners in a joint venture or consortium³ will not be construed as collusive bidding. 7. In particular, without limiting the generality of paragraphs 6 above, there has been no consultation, communication, agreement or arrangement with any competitor regarding: (a) prices; (b) geographical area where product or service will be rendered (market allocation) (c) methods, factors or formulas used to calculate prices; (d) the intention or decision to submit or not to submit, a bid; (e) the submission of a bid which does not meet the specifications and conditions of the bid; or (f) bidding with the intention not to win the bid. 8. In addition, there have been no consultations, communications, agreements or arrangements with any competitor regarding the quality, quantity, specifications and conditions or delivery particulars of the products or services to which this bid invitation relates. 9. The terms of the accompanying bid have not been, and will not be, disclosed by the bidder, directly or indirectly, to any competitor, prior to the date and time of the official bid opening or of the awarding of the contract. 10. I am aware that, in addition and without prejudice to any other remedy provided to combat any restrictive practices related to bids and contracts, bids that are suspicious will be reported to the Competition Commission for investigation and possible imposition of administrative penalties in terms of section 59 of the Competition Act No 89 of 1998 and or may be reported to the National Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting business with the public sector for a period not exceeding ten (10) years in terms of the Prevention and Combating of Corrupt Activities Act No 12 of 2004 or any other applicable legislation. ………………………………………………… Signature …………………………………………………. Position ………………………………… Date ………………………………… Name of Bidder 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. 15 TERMS OF REFERENCES / SPECIFICATIONS THE PRESIDENCY REPUBLIC OF SOUTH AFRICA SUPPLY CHAIN MANAGEMENT APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE CAR RENTAL AND SHUTTLE SERVICES FOR THE PRESIDENCY FOR A PERIOD OF THREE YEARS 1. PURPOSE 1.1 The purpose of this Request for Proposal (RFP) is to solicit proposals from potential bidder(s) for the provision of car rental and shuttle services to The Presidency. This RFP details and incorporates as far as possible, the tasks and responsibilities of the potential bidder(s) required by The Presidency for the provision of car rental and shuttle services. This RFP does not constitute an offer to do business with The Presidency, it merely serves as an invitation to bidder(s) to facilitate a requirements-based decision process. 1.2 1.3 2. BACKGROUND 2.1 In order to effectively provide an excellent service to its clients, The Presidency requires a bidder(s) that will provide car rental and shuttle services. The services required are for the offices in Pretoria, Cape Town and Durban. 2.2 The Presidency officials are expected to travel both nationally and international to attend meetings, conferences and events. The Presidency would like to invite bids from experienced and qualified car rental and shuttle service providers to provide car rental and shuttle services as and when required. 2.3 The Presidency is seeking to enter into an agreement with the successful bidder who will achieve the following: a) b) Provide The Presidency with the car rental and shuttle services that are consistent and reliable and will maintain a high level of traveller satisfaction in line with the service levels agreement; Achieve significant cost savings for The Presidency without any degradation in the services; 16 3. SCOPE AND EXTENT OF WORK The successful bidder will be required to provide car rental and shuttle services in the following category: Service Category Car rental – Self drive Car rental – Chauffer driven Shuttle services and transfers The scope and the extent of the required service will relate to the following: a) Short term rental i) ii) iii) iv) v) b) Shuttle services and transfers i) ii) iii) c) Shuttle services and transfers is when a vehicle is hired for a shorter period from 1 day to 5 days with a driver. This is a drop off service where a driver with a car will be required to drop of client’s, employees etc. Substitute vehicles in the event of services or mechanical repairs taking longer than 2 hours to complete. Chauffeur Driven Vehicles i) ii) iii) 3.1 Short term rentals are self-drive vehicles hired for a period of 1 day to a maximum period of 3 months. The successful bidder must provide a petrol card or make arrangements to refuel vehicles. Extension of the rental period must be approved by responsibility managers in The Presidency. The successful bidder must provide accident management support in case of accidents. The successful bidder must provide a 24-hour emergency hotline to provide emergency support. Chauffeurs driven Vehicles are for the service that includes a chauffeur for the required period of the request. The service is not a drop off service, the designated driver must wait for the traveller. The service will also include mini bus service or bus service for the required period. SERVICE REQUIREMENTS 3.1.1 The successful bidder will be required to provide car rental and shuttle services. Deliverables under this section include without limitation, the following: a. The car rental and shuttle services will be provided to all Presidency officials. This will include employees and contractors, consultants and clients. 17 b. c. d. e. f. g. h. i. j. k. Provide car rental and shuttle services during normal office hours (Monday to Friday 8h00 – 17h00) and provide an after hours and emergency services. Familiarisation with the current Presidency travel business procedures and processes. Familiarisation with the current Presidency Travel Policy and implementations of controls to ensure compliance. Penalties incurred as a result of the inefficiency or fault of the service provider will be for the service provider’s account, subject to the outcome of a formal dispute process. Provide a facility for The Presidency to update its travellers’ profiles. Provide a detailed transition plan for implementing the service without service interruptions and engage with the incumbent service provider to ensure a smooth transition. Determine a process for pre-inspections as well as post inspections of vehicles during both pick up and drop off of vehicles. It must be compulsory for the traveller to sign the rental agreement during the pick-up process. Provide the reference letters from four (4) contactable existing/recent clients (within past 3 years). The successful bidder will be appointed after a positive security clearance report from the State Security Agency. 3.1.2 The successful bidder will: a. Receive car rental requests from The Presidency and/or travel bookers, as well as to respond timeously with quotations (confirmations) and availability. Upon the receipt of the relevant approval, the car rental provider will issue the required documents or vouchers immediately and send to the travel booker and traveller via the agreed communication medium. Always endeavour to make the most cost effective car rental services based on the request from the traveller and/or travel booker. Quote negotiated discounted rates where possible. respond timely and process all queries, requests, changes and cancellations timeously and accurately as per The Presidency Transport and Travel Management Policy Ensure confidentiality in respect of all travel arrangements of all persons b. c. d. e. f. Timeous submission of proof that services have been satisfactorily delivered. The following documents will be required, amongst others:: i) ii) iii) iv) v) g) Quotation Order Voucher Rental Agreement signed by the traveller Pre and Post Inspection reports Timeous submission of all necessary documentation for all accident claims, including amongst others the following: i) ii) iii) iv) Accident Report signed by the traveller with pictures Quotations for repairs Rental Agreement signed by the traveller Pre and Post Inspection reports 18 h) 3.2 Assess all minor accidents including tyres, windscreen and minor dents to determine liability and only when the traveller has not forfeited cover, the insurance shall be used. AFTER HOURS AND EMERGENCY RESERVATIONS a. b. c. d. e. 3.3 The successful bidder must provide a consultant or team of consultants to assist travellers with after hours and/or emergency reservations and changes to travel plans. A dedicated consultant/s must be available to assist VIP/Executive Travellers with after hour or emergency services. After hours’ services must be provided from Monday to Friday outside official working hours (17h00 to 8h00) and twenty-four (24) hours on weekends and Public Holidays. A call centre facility or after hours contact number should be made readily available to The Presidency so that when required, unexpected changes to travel plans and emergency bookings can be attended to swiftly. The successful bidder must have a standard operating procedure for managing after hours and emergency services. TRAFFIC FINE MANAGEMENT a) The successful bidder must have a system that manages traffic offences and link all traffic fines to the related booking. b) Traffic fines should be submitted to The Presidency together with the copy of the bookings, the name of the driver or traveller. 4. COMMUNICATION 4.1 The successful bidder may be requested to conduct workshops and other information-sharing training sessions for The Presidency Travel Bookers. The successful bidder must ensure sound and timeous communication with all stakeholders. The successful bidder will issue the required documents or vouchers immediately and send to the travel booker and traveller via the agreed communication medium. 4.2 4.3 5. FINANCIAL MANAGEMENT 5.1 The successful bidder must implement the rates negotiated by The National Treasury with service providers who are in the Travel Management business or the maximum allowable rates established where applicable. The successful bidder will be responsible to manage The Presidency account effectively. This will include the timely issuing of invoices to be presented to The Presidency for payment within the agreed time period. The successful bidder is responsible for the consolidation of invoices and supporting documentation to be provided to The Presidency on the agreed time period (e.g. weekly). This includes attaching the Authorisation or Purchase Order and other supporting documentation to the invoices. Proof that the traveller has used the rental services must be attached at all times. 5.2 5.3 5.4 19 6. TECHNOLOGY, MANAGEMENT INFORMATION AND REPORTING 6.1 The successful bidder must have the capability to consolidate all management information related to car rental services into a single source document with automated reporting tools. All management information and data input must be accurate. The successful bidder will be required to provide a minimum of three (3) standard monthly reports that are in line with the National Treasury’s Cost Containment Instructions reporting template requirements at no cost to The Presidency. The reporting templates can be located at http://www.treasury.gov.za/legislation/pfma/TreasuryInstruction/AccountantGen eral.aspx. Reports must be accurate and provided as per The Presidency’s specific requirements at the agreed time. Information must be available on a transactional level that reflects details including the name of the traveller, date of travel, spend category (car rental, shuttle,). The Presidency may request the successful bidder to provide additional management reports. Reports must be available in an electronic format; for example, Microsoft Excel. Service Level Agreement reports must be provided on the agreed date. It will include but will not be limited to the following: 6.2 6.3 6.4 6.5 6.6 6.7 6.7.1 Travel a) After hours’ Report; b) Compliments and complaints; c) Consultant Productivity Report; d) Long term car rental; e) Upgrade of class of services; f) Bookings outside the Travel Policy(Deviations). 6.7.2 Finance a) Creditor’s ageing report; b) Creditor’s summary payments; c) Daily invoices; d) No-show report; e) Cancellation report; 6.8 6.9 The successful bidder will be required to implement all the necessary processes and programs to ensure that all the captured data is secure at all times and is not accessible by any unauthorised parties. The successful service provider must provide access to a document portal for The Presidency to be able to download invoices and related supporting documents for payment purposes. 7. ACCOUNT MANAGEMENT 7.1 An Account Management structure should be put in place to respond to the needs and requirements of The Presidency, and act as a liaison for handling all matters with regards to delivery of services in terms of the contract. The successful bidder must appoint a dedicated Account or Business Manager that is ultimately responsible for the management of The Presidency account. The necessary processes should be implemented to ensure good quality management and ensuring traveller satisfaction at all times. 7.2 7.3 20 7.4 7.5 7.6 7.7 7.8 8. A complaint handling procedure must be implemented to manage and record the compliments and complaints. Ensure that the Presidency Transport and Travel Management Policy is enforced. The SLA must be managed and customer satisfaction surveys conducted to measure the performance of the successful bidder. Ensure that workshops/training are provided to Travellers and/or Travel Bookers During reviews, comprehensive reports on the car rental spend and the performance/service rendered in terms of the SLA must be presented. VALUE-ADDED SERVICES 8.1 The successful bidder must at all material times provide the following valueadded services: 8.1.1 Electronic voucher retrieval via web and smart phones; 8.1.2 SMS notifications for rental confirmations; 8.1.3 VIP services for Executives that include, but is not limited to check-in support. 8.1.4 9. COST MANAGEMENT The National Treasury’s cost-containment measures and The Presidency Transport Travel Management Policy will provide a basis for the recognition of a cost-savings culture. 9.2 It is the obligation of the successful bidder’s Consultant to advise on the most cost effective option at all times, and costs should be within the framework of National Treasury’s cost-containment instructions. 9.1 10. QUARTERLY AND ANNUAL TRAVEL REVIEWS 10.1 Quarterly reviews are required to be presented by the successful bidder to the Director: Supply Chain Management. These comprehensive reviews are to be presented to The Presidency’s Procurement and Finance teams as part of the performance management reviews based on the agreed service levels/standards. 10.2 Annual Reviews are also required to be presented to The Presidency Senior Executives. 11. 11.1 12. OFFICE MANAGEMENT AND ADMINISTRATION The successful bidder to ensure a high quality service to be delivered at all times to The Presidency and to provide highly skilled and qualified human resources of the following roles: a. Senior Consultants b. Intermediate Consultants c. Travel Manager (Operational) d. Finance Manager / Branch Accountant e. Admin Back Office (Creditors / Debtors/Finance Processors) f. Key Account Manager (per hour) g. System Administrator (General Admin) SECURITY REQUIREMENTS The award of this bid will be subject to a positive security screening of all staff members to be deployed by the service provider in accordance with the requirements or prescripts by the State Security Agency. 21 13. PRICING MODEL The Presidency requires bidders to propose pricing model as follows: a) Shuttle and Transfer Services The cost must include the following: i) ii) b) Cost per class of the vehicle not Limited to economy class, luxury class, standard Multiple Purpose Vehicle(Mini-Buses) Cost per zones in relation to class of the vehicle Car rental Cost must include the following: i) ii) iii) iv) c) Cost per class of the vehicle Minimum free kilometres Cost per excess kilometres Insurance for minor repairs such as tyres, windscreens and minor dents only on self-drive cars Cost must be a fixed amount per class of vehicles. 14. MONITORING AND EVALUATION OF THE PROJECT 14.1 The Presidency will conclude the service level agreement with the appointed service provider(s) which shall spell out the conditions of this bid as well as obligations of each party to the agreement. 14.2 Quarterly meetings will be held with appointed service providers to review the performance of each party in the agreement as well as addressing problems in the provision of the required services . 15. CONDITIONS OF BID 15.1 Bids will be subjected to the Supply Chain Management regulatory framework which will include amongst others the following: 15.1.1 The Preferential Procurement Policy Framework Act, Act No. 05 of 2000 and the Broad Base Black Economic Empowerment Act, Act 53 of 2003 will apply to this bid. 15.1.2 Preferential Procurement Policy Framework Act, 2000: Preferential Regulations 2017. 15.1.3 In accordance with this Act, submission will be adjudicated on the 80/20 points system and the B-BBEE codes of good practice as gazetted. . 16. SPECIAL CONDITIONS OF THE BID 16.1 Suppliers/Service Providers are requested to submit the B-BBEE accreditation certificates from reputable service providers that are accredited. e.g. SANAS or 22 any other reputable service provider to accredit the B-BBEE certificates or submit the original signed copy of the sworn affidavit. 16.2 Pre-qualification criteria for preferential procurement will be applicable in this bid as per preferential procurement regulation 2017. 16.3 The successful bidder may not alter or reduce its B-BBEE contributor level or status during the contract period. The Presidency reserves the right to terminate the contract should the successful bidder no longer meet the B-BBEE contributor level or status. 16.4 Bidders must be registered on the Central Supplier Database (CSD) and must provide Masters Registration Number (MAAA Number) in the tender document as proof of registration. 16.5 Bidders must ensure that their tax matters or status are compliant on the CSD, if not The Presidency will provide the service provider reasonable time to sort out the tax matters and failure to do so will disqualify the bidder. 16.6 Tax certificates are not required as the Central Supplier Database will be used to verify tax matters of the service provider/bidders 16.7 The bid will be evaluated in (5) Phases namely: a) b) c) d) e) Pre-qualification criteria for Preferential Procurement Regulations 2017 (Phase1) Administrative Compliance evaluation (Phase 2) Functionality or Technical evaluation (Phase 3) Site visit (Phase 4) Pricing and BBBEE (Phase 5) 16.8 Bidder not meeting the requirement in phase 1 will not proceed to phase 2 as well as bidders not meeting the requirements in phase 2 will not proceed to phase 3 etc. 17. ADDITIONAL INFORMATION ON BID PROPOSALS 17.1 The Presidency will not be held responsible for any costs incurred by the bidder in the preparation and submission of the bids thereof. 17.2 Please take note that The Presidency is not bound to appoint any of the bidders submitting proposals. The Presidency reserves the right not to award any of the bids and not to award the contract to the lowest bidding price as well as to renegotiate the bid with the preferred supplier if required. 17.3 The bidders MUST submit original and one copy (01) of bid documents as well as 1 Compact Disk(CD), failure to submit will render the bid non responsive. 17.4 Standard Bidding Documents (SBD) forms MUST be fully completed with a black ink only, and not to be re-typed. Failure to adhere to this requirement, the bid will be non-responsive. 17.5 The bidders MUST sign on every cancelled or correction made on the bid document. Failure to do so will invalidate the bid. 23 17.6 The bidders MUST not use any kind of correction pen on the bid document. Failure to do so will invalidate the bid. 18. INFORMATION REQUIRED 18.1 Bid Evaluation can only be done on the basis of information, which is required in this bid. Bidders should ensure that their bids are comprehensive and that all required information is included. 19. PAYMENT TERMS 19.1 The Presidency undertakes to pay all invoices in full within 30 (thirty) days from receipt date of the original invoice for all valid claims for work done to its satisfaction. No payment will be made where there is outstanding information/work not submitted by the appointed or contracted Service Provider, payment will only be processed after receipt of outstanding information. 20. BID EVALUATION All bids received will be evaluated in accordance with the 80/20 preference point system as prescribed in the Preferential Procurement Guide of 2017. A five (5) phase approach will be followed during the evaluation phase. 20.1 Phase 1 - PRE-QUALIFICATION PROCESS 20.1.1 Only bidders that comply with the following must apply for this bid a) b) The service provider or company must at least be 51% owned by black people. AND / OR who are women 20.1.2 Bidders are required to meet the above-mentioned criteria, and failure to submit the necessary documents, the bid will be non-responsive. Only service providers who have met the above-mentioned requirements will proceed to the next phase of the evaluation which is administrative requirements. 20.2 Phase 2 - ADMINISTRATIVE COMPLIANCE 20.2.1 Phase 2 entails the assessment of the bid documents. During this phase bid documents will be checked. Only suppliers that correctly completed/submitted all the documents will move on to the next phase. Note that all documents must be signed by a dully authorised representative. These documents are: - Signed invitation to bid (SBD 1) Signed declaration of interest (SBD 4) Signed Preference points claim form (SBD 6.1) Signed declaration of suppliers past supply chain management practices (SBD 8) Signed certificate of independent bid determination (SBD 9) Detail pricing schedule per transaction category. 24 - Proof of registration to Central Suppliers Database which reflect MAAA CSD registration number Minimum of 4 Reference letter for the similar work done previously; CV and qualifications of the key accounts manager with four years’ experience. Proof of Public Liability Licenses for the vehicles must be submitted Company profile Methodology on management of reservation Number of consultants and their profile to be deployed in the project. Bidders who fail to submit the required documents will be non-responsive. Only bidders who have met all the administrative requirements will proceed to the next phase of evaluation which is technical evaluation. 20.3 Phase 3 - TECHNICAL EVALUATION 20.3.1 During this phase bid documents will be assessed to check for functionality or ability of the bidder to implement and manage the contract. TECHNICAL/ FUNCTIONAL Weight The service provider should have 3 years’ experience in travel 30 management services 0 year = 0 points and for every one year of experience, 10 points will be awarded.  0 Year = 0 points  1 Year = 10 points  2 years = 20 points  3 year = 30 points NB: Company profile indicating the number of years in business Experience of the Key Accounts Manager, CV and qualifications 20 of the key accounts manager  0 year = 0 points  1 year = 5 points  2 years = 10 points  3 years = 15 points  4 years = 20 points NB: National diploma or bachelor’s degree in Travel and Tourism Management Similar projects/job done previously with other organisation(s) 40 0 project = 0 points and for every one reference letter, 10 points will be awarded.  0 project = 0 points  1 project = 10 points  2 projects = 20 points  3 project = 30 points  4 project = 40 points NB: Reference letters in the letterhead of the organisations that awarded the projects indicating number of projects 25 Methodology on the management of all reservation, detailing 10 turnaround times for submission of quotations, processing the orders as well as communication with the travelers or travel bookers 0 Methodology = 0 points and for a comprehensive methodology, 10 points will be awarded  0 Methodology = 0 points  1 Comprehensive Methodology = 10 points NB: Methodology on the management of reservation. Total 100 Only bidders who will scored above 80 points on technical evaluation will be considered for the next phase of evaluation which is presentation. Phase 4 – SITE VISIT 20.4 20.4.1 During this phase, a site inspection will be conducted at the premises of the bidder to assess functionality or ability of the bidder to implement and manage the contract. The site inspection should cover the following: - Conditions of vehicles that are on site, a maximum of three vehicles will be sampled or selected by the Bid Evaluation Committee. - Call centre or consultant’s stations - Proof of liability insurance for the selected three vehicles - Online booking system - Document portal Description Weight Conditions of the Vehicle Engine 50 Tyres Tread Depth: Less than 1,6mm = 0; More than 1,6mm = 15 Warning signs on dashboard when the engine is running: Warning signs = 0; No warning signs = 15 Service record on the service book: Service book not updated = 0; Service book updated = 5 Exhaust Pipe Emissions: Black Emission = 0; No Emission = 5 Battery Terminals Corrosion = 0; No corrosion = 5 26 Engine leaks: Oil Leaks or Fluids = 0; No fluids or oil leaks = 5 Proof of Public Liability Insurance on the 10 vehicles. No Insurance = 0 Proof of Insurances = 10 Demonstration of the online booking system at 25 the bidder’s premises a) Ability to capture requests to rent a vehicle or shuttle service = 5 b) Ability to provide and send a quotation = 5 c) Ability to capture an order = 5 d) Ability to send a voucher or Acceptance of the order = 5 e) Ability to generate a rental agreement = 5 Document portal system must be able to link 15 related documents: a) Linking the request, quotation, order and the invoices = 5 b) Linking Accident report with the order and the invoice = 5 c) Linking traffic fines and the order = 5 Only bidders who will score above 80 points on site inspection evaluation will be considered for the next phase of evaluation which is price and BBBEE. Phase 5 – PRICE AND BBBEE 20.5 20.5.1 Only Bidders that have met the 15 points threshold in Phase 4 will be evaluated in Phase 5 for price and BBBEE. Price and BBBEE will be evaluated as follows: 20.5.2 In terms of Preferential Procurement Regulations pertaining to the Preferential Procurement Policy Framework Act, responsive bids will be adjudicated on the 80/20-preference point system in terms of which points are awarded to bidders on the basis of: - The Bid price (maximum 80 points) B-BBEE status level of contributor (maximum 20 points) 20.5.3 Bidders are required to use the pricing model mentioned in paragraph 13 above and the following must be costed: a) Shuttle and Transfer Services 27 The cost must include the following: i) ii) b) Cost per class of the vehicle not limited to economy class, luxury class, standard Multiple Purpose Vehicle(Mini-Buses) Cost per zones in relation to class of the vehicle Car rental Cost must include the following: i) ii) iii) Cost per class of the vehicle Minimum free kilometres Cost per excess kilometres 20.5.4 The cost must be a fixed amount per class of vehicles, as indicated bidders will earn up to maximum of 80 points for price. 20.5.5 For bidders who have submitted valid original or originally certified copy of BEEE level certificate, or Certified copy or original sworn affidavit and they qualified for phase 5 evaluation, shall be awarded points according to the Preferential Procurement Guide of 2017. The following points will be awarded, depending on the B-BBEE level of the bidder: B-BBEE STATUS LEVEL OF CONTRIBUTOR 1 2 3 4 5 6 7 8 Non-compliant 21. NUMBER OF POINTS (80/20 SYSTEM) 20 18 14 12 8 6 4 2 0 GENERAL CONDITIONS OF CONTRACT Any award made to a bidder(s) under this bid is conditional, amongst others, upon: 22. a. The bidder(s) accepting the terms and conditions contained in the General Conditions of Contract as the minimum terms and conditions upon which The Presidency is prepared to enter into a contract with the successful Bidder(s). b. The bidder submitting the General Conditions of Contract to The Presidency together with its bid, duly signed by an authorised representative of the bidder. CONTRACT PRICE ADJUSTMENT 28 Contract price adjustments will be done annually on the anniversary of the contract start date. The price adjustment will be based on the Consumer Price Index Headline Inflation 23. SERVICE LEVEL AGREEMENT 23.1 Upon awarding, The Presidency and the successful bidder will enter a Service Level Agreement regulating the specific terms and conditions applicable to the services being procured by The Presidency, more or less in the format of the draft Service Level Indicators included in this tender pack. The Presidency reserves the right to vary the proposed draft Service Level Indicators during the course of negotiations with a bidder by amending or adding thereto. Bidder(s) are requested to: 23.2 23.3 - Comment on draft Service Level Indicators and, where necessary, make proposals to the indicators; Explain each comment and/or amendment; and Use an easily identifiable colour font or “track changes” for all changes and/or amendments to the Service Level Indicators for ease of reference. 23.4 The Presidency reserves the right to accept or reject any or all amendments or additions proposed by a bidder if such amendments or additions are unacceptable to The Presidency or pose a risk to the organisation. 24 PRESIDENCY REQUIRES BIDDER(S) TO DECLARE In the Bidder’s Technical response, bidder(s) are required to declare, by means of the following: 24.1 Confirm that the bidder(s) is to: – a. Act honestly, fairly, and with due skill, care and diligence, in the interests of The Presidency; b. Have and employ effectively the resources, procedures and appropriate technological systems for the proper performance of the services; c. Act with circumspection and treat The Presidency fairly in a situation of conflicting interests; d. Comply with all applicable statutory or common law requirements applicable to the conduct of business; e. Make adequate disclosures of relevant material information including disclosures of actual or potential own interests, in relation to dealings with The Presidency; f. Avoidance of fraudulent and misleading advertising, canvassing and marketing information; g. To conduct their business activities with transparency and consistently uphold the interests and needs of The Presidency as a client before any other consideration; and h. To ensure that any information acquired by the bidder(s) from The Presidency will not be used or disclosed unless the written consent of the client has been obtained to do so. 25. MISREPRESENTATION DURING THE DURATION OF THE CONTRACT 29 25.1 25.2 26. The bidder should note that the terms of its Tender will be incorporated in the proposed contract by reference, and that The Presidency will rely upon the bidder’s Tender as a material representation in making an award to a successful bidder as well as in concluding an agreement with the bidder. It follows therefore that misrepresentations in a Tender may give rise to service termination and a claim by The Presidency against the bidder, notwithstanding the conclusion of the Service Level Agreement between The Presidency and the bidder. In the event of a conflict or dispute between the bidder’s proposal and the Service Level Agreement concluded between the parties, the Service Level Agreement will prevail. PREPARATION COSTS The Bidder will bear all costs in preparing, submitting and presenting any response or Tender to this bid, including and all other costs incurred by it throughout the bid process. Furthermore, no statement in this bid will be construed as placing The Presidency, its employees or agents under any obligation whatsoever, including in respect of costs, expenses or losses incurred by the bidder(s) in the preparation of their response to this bid. 27. INDEMNITY If a bidder breaches the conditions of this bid and, as a result of that breach, The Presidency incurs costs or damages (including, without limitation, the cost of any investigations, procedural impairment, repetition of all or part of the bid process and/or enforcement of intellectual property rights or confidentiality obligations; then the bidder will indemnify and hold The Presidency harmless from any or all such costs which The Presidency may incur and for any damages or losses The Presidency may suffer. 28. PRECEDENCE This document will prevail over any information provided during any briefing session whether in an oral or written form, unless the provided written information, expressly amend this document by reference. 29. LIMITATION OF LIABILITY A bidder participates in this bid process entirely at its own risk and cost. The Presidency shall not be held liable to compensate a bidder on any grounds whatsoever for any costs incurred or any damages suffered as a result of the Bidder’s participation in this Bid process. 30. TAX COMPLIANCE No tender shall be awarded to a bidder who is not tax compliant or whose tax status/profile is in default. The Presidency reserves the right to withdraw an award made, or cancel a contract concluded with a successful bidder in the event that it is established that such bidder was in fact not tax compliant at the time of the award, or whose verification against the Central Supplier Database (CSD) proves non-compliant. The Presidency further reserves the ri