Appointment of a Service Provider to Provide Helicopter Support Services with Full Crew Compliment for Marion Island, Gough Island and Sanae Iv (antarctica) Research Bases for the Branch: Ocean and Coast for a Period of Four (4) Years

Tender Number:	DFFE-T068(21-22)
Department:	Forestry and Fisheries
Tender Type:	Request for Bid(Open-Tender)
Province:	Western Cape
Closing Date:	Friday, 25 February 2022 - 11:00
Place where goods, works or services are required:	473 Steve Biko Street - Arcadia - Pretoria - 0002
Special Conditions:	N/A
ENQUIRIES:
Contact Person:	Mr N. Devanunthan
Email:	[email protected]
Telephone number:	021-405-9482
FAX Number:	N/A
BRIEFING SESSION:
Is there a briefing session?: Yes	Is it compulsory? NO
Briefing Date and Time:	Friday, 11 February 2022 - 10:00
Briefing Venue:	https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDRiZjE3YTQtZTQ4Mi00Yjg3LThkMDctYzBmYjg2Njk2O

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

{TENDER_DOCUMENTS_TEXT_START} APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE HELICOPTER SUPPORT SERVICES WITH FULL CREW COMPLIMENT FOR MARION ISLAND, GOUGH ISLAND AND SANAE IV (ANTARCTICA) RESEARCH BASES FOR THE BRANCH: OCEAN AND COAST FOR A PERIOD OF FOUR (4) YEARSTender Number: DFFE-T068(21-22) Department: Forestry and Fisheries Tender Type: Request for Bid(Open-Tender) Province: Western Cape Closing Date: Friday, 25 February 2022 - 11:00 Place where goods, works or services are required: 473 Steve Biko Street - Arcadia - Pretoria - 0002 Special Conditions: N/A ENQUIRIES: Contact Person: Mr N. Devanunthan Email: [email protected] Telephone number: 021-405-9482 FAX Number: N/A BRIEFING SESSION: Is there a briefing session?: Yes Is it compulsory? NO Briefing Date and Time: Friday, 11 February 2022 - 10:00 Briefing Venue: https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDRiZjE3YTQtZTQ4Mi00Yjg3LThkMDctYzBmYjg2Njk2O This tender is also available from www.etenders.gov.zaINVITATION TO BID BID NUMBER: DFFE-T068 (21/22) APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE HELICOPTER SUPPORT SERVICES WITH FULL CREW COMPLIMENT FOR MARION ISLAND, GOUGH ISLAND AND SANAE IV (ANTARCTICA) RESEARCH BASES FOR THE BRANCH: OCEAN AND COAST FOR A PERIOD OF FOUR (4) YEARS Contact persons: Name: Mr N. Devanunthan Office Telephone No. 021 405 9482 E-mail: [email protected] NATIONAL TREASURY CENTRAL SUPPLIER DATABASE (CSD) REGISTRATION INFORMATION Bidder name Registration Central Supplier Database number (CSD number Main contractor Sub-contracted/ joint venture comp 1 Sub-contracted/ joint venture comp 2 CLOSING DATE OF THE BID: 25 FEBRUARY 2022 AT 11H00 Non-Compulsory Virtual Briefing Session will be held as follows: Date: 11 FEBRUARY 2022 Time: 10h00 Please note that the virtual briefing link will be published on DFFE website and National Treasury e tender Portal SBD1 PART A INVITATION TO BID / YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE (NAME OF DEPARTMENT/ PUBLIC ENTITY) 25 FEBRUARY BID NUMBER: DFFE-T068 (21/22) CLOSING DATE: 2022 CLOSING TIME: 11:00 DESCRIPTION APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE HELICOPTER SUPPORT SERVICES WITH FULL CREW COMPLIMENT FOR MARION ISLAND, GOUGH ISLAND AND SANAE IV (ANTARCTICA) RESEARCH BASES FOR THE BRANCH: OCEAN AND COAST FOR A PERIOD OF FOUR (4) YEARS. BID RESPONSE DOCUMENTS MAY BE DEPOSITED IN THE BID BOX SITUATED AT (STREET ADDRESS) Department of Forestry Fisheries and the Environment 63 Strand Street Cape Town BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TO TECHNICAL ENQUIRIES MAY BE DIRECTED TO: CONTACT PERSON Ms Ncumisa Mabece Mr N. Devanunthan TELEPHONE NUMBER 072 174 3480 CONTACT PERSON TELEPHONE NUMBER FACSIMILE NUMBER N/A FACSIMILE NUMBER N/A E-MAIL ADDRESS [email protected] E-MAIL ADDRESS [email protected]/ 021 405 9482 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 SUPPLIER COMPLIANCE STATUS B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE TAX COMPLIANCE SYSTEM PIN: TICK APPLICABLE BOX] Yes CENTRAL SUPPLIER DATABASE No: B-BBEE STATUS LEVEL SWORN AFFIDAVIT OR MAAA No [TICK APPLICABLE BOX] Yes No [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? Yes No [IF YES ENCLOSE PROOF] QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS ARE YOU A FOREIGN BASED SUPPLIER FOR THE GOODS /SERVICES /WORKS OFFERED? Yes No [IF YES, ANSWER PART B:3 ] IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO DOES THE ENTITY HAVE A BRANCH IN THE RSA? YES NO DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION? YES NO IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER FOR A TAX COMPLIANCE STATUS SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 BELOW. SBD1 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 IN THE MANNER PRESCRIBED IN THE BID DOCUMENT. 1.3. 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 SPECIAL CONDITIONS OF CONTRACT. 1.4. THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM (SBD7). 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 VERIFY THE TAXPAYER’S PROFILE AND TAX STATUS. 2.3 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) PIN MAY BE MADE VIA E-FILING THROUGH THE SARS WEBSITE WWW.SARS.GOV.ZA. 2.4 BIDDERS MAY ALSO SUBMIT A PRINTED TCS CERTIFICATE TOGETHER WITH THE BID. 2.5 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED, EACH PARTY MUST SUBMIT A SEPARATE TCS CERTIFICATE / 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. 2.7 NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE, COMPANIES WITH DIRECTORS WHO ARE PERSONS IN THE SERVICE OF THE STATE, OR CLOSE CORPORATIONS WITH MEMBERS PERSONS IN THE SERVICE OF THE STATE.” NB: FAILURE TO PROVIDE / OR COMPLY WITH ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID. SIGNATURE OF BIDDER: …………………………………………… CAPACITY UNDER WHICH THIS BID IS SIGNED: (Proof of authority must be submitted e.g. company resolution) …………………………………………… DATE: …………………………………………... SBD 3.3 PRICING SCHEDULE (Professional Services) NAME OF BIDDER: ………………………………………………………………………………………………BID NO: DFFE-T068 (21/22) CLOSING TIME 11h00 CLOSING DATE: 25 FEBRUARY 2022 OFFER TO BE VALID FOR ……120……DAYS FROM THE CLOSING DATE OF BID. DESCRIPTION: APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE HELICOPTER SUPPORT SERVICES WITH FULL CREW COMPLIMENT FOR MARION ISLAND, GOUGH ISLAND AND SANAE IV (ANTARCTICA) RESEARCH BASES FOR THE BRANCH: OCEAN AND COAST FOR A PERIOD OF FOUR (4) YEARS **(ALL APPLICABLE TAXES INCLUDED) 1. The accompanying information must be used for the formulation of proposals. 2. Bidders are required to indicate a ceiling price based on the total estimated time for completion of all phases and including all expenses inclusive of all applicable taxes for the project. 3. PERSONS WHO WILL BE INVOLVED IN THE PROJECT AND RATES APPLICABLE (CERTIFIED INVOICES MUST BE RENDERED IN TERMS HEREOF) 4. PERSON AND POSITION R………..…………………………………………………... HOURLY RATE DAILY RATE -------------------------------------------------------------------------------------- R------------------------------ --------------------------------- -------------------------------------------------------------------------------------- R------------------------------ --------------------------------- -------------------------------------------------------------------------------------- R------------------------------ --------------------------------- -------------------------------------------------------------------------------------- R------------------------------ --------------------------------- -------------------------------------------------------------------------------------- R------------------------------ --------------------------------- ------------------------------------------------------------------------------- R------------------------------ -------------------------- days ------------------------------------------------------------------------------- R------------------------------ -------------------------- days ------------------------------------------------------------------------------- R------------------------------ -------------------------- days ------------------------------------------------------------------------------- R------------------------------ -------------------------- days 5. PHASES ACCORDING TO WHICH THE PROJECT WILL BE COMPLETED, COST PER PHASE AND MAN-DAYS TO BE SPENT 5.1 Travel expenses (specify, for example rate/km and total km, class of airtravel, etc). Only actual costs are recoverable. Proof of the expenses incurred must accompany certified invoices. DESCRIPTION OF EXPENSE TO BE INCURRED RATE QUANTITY AMOUNT -------------------------------------------------------------------------------- ………………. …………….. R……………….. -------------------------------------------------------------------------------- ………………. …………….. R……………….. -------------------------------------------------------------------------------- ………………. …………….. R……………….. -------------------------------------------------------------------------------- ………………. …………….. R……………….. TOTAL: R…………………………………………………. ** ”all applicable taxes” includes value- added tax, pay as you earn, income tax, unemployment insurance contributions and skills development levies. -2Name of Bidder: ……………………………………………………………………………………………………………………. 5.2 Other expenses, for example accommodation (specify, eg. Three star hotel, bed and breakfast, telephone cost, reproduction cost, etc.). On basis of these particulars, certified invoices will be checked for correctness. Proof of the expenses must accompany invoices. DESCRIPTION OF EXPENSE TO BE INCURRED RATE QUANTITY AMOUNT ---------------------------------------------------------------------------------- ………………. …………….. R……………….. ---------------------------------------------------------------------------------- ………………. …………….. R……………….. ---------------------------------------------------------------------------------- ………………. …………….. R……………….. ---------------------------------------------------------------------------------- ………………. …………….. R……………….. TOTAL: R…………………………………………………. 6. Period required for commencement with project after acceptance of bid ………………………………………………………………. 7. Estimated man-days for completion of project ………………………………………………………………. 8. Are the rates quoted firm for the full period of contract? 9. If not firm for the full period, provide details of the basis on which adjustments will be applied for, for example consumer price index. *YES/NO ………………………………………………………………. ………………………………………………………………. ………………………………………………………………. ………………………………………………………………. *[DELETE IF NOT APPLICABLE] Any enquiries regarding bidding procedures may be directed to the – Department of Forestry Fisheries and the Environment Contact Person: Ms Ncumisa Mabece Tel: (012) 399 9019/ 9080/ 9047 E-mail: [email protected] Or for technical information – Name: Mr N. Devanunthan Tel: 021 405 9482 E-Mail: [email protected] ANNEXURE B 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 an advertised competitive bid, a limited bid, a proposal or written price quotation). 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, member): ……………………………………………………………………………………………………………………. 2.4 Registration number of company, enterprise, close corporation, partnership agreement or trust: ………………………………………………………………………..………….………………………………. 2.5 Tax Reference Number: ……………………………………………………………………………………… 2.6 VAT Registration Number: ……………………………………………………………………………….... 2.6.1 The names of all directors / trustees / shareholders / members, their individual identity numbers, tax reference numbers and, if applicable, employee / PERSAL numbers must be indicated in paragraph 3 below. ¹“State” means – (a) any national or provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act No. 1 of 1999); (b) any municipality or municipal entity; (c) provincial legislature; (d) national Assembly or the national Council of provinces; or (e) Parliament. ²”Shareholder” means a person who owns shares in the company and is actively involved in the management of the enterprise or business and exercises control over the enterprise. 2.7 Are you or any person connected with the bidder presently employed by the state? 2.7.1 If so, furnish the following particulars: Name of person / director / trustee / shareholder/ member: Name of state institution at which you or the person connected to the bidder is employed : Position occupied in the state institution: YES / NO ……....……………………………… ……………………………………… ……………………………………… 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 attach 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? 2.9.1 If so, furnish particulars. ……………………………………………………………... YES / NO YES / NO …………………………………………………………..…. ……………………………………………………………… 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 Identity Number Personal Income State Employee Tax Reference Number / Persal Number Number 4 DECLARATION I, THE UNDERSIGNED (NAME)……………………………………………………………………… CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2 and 3 ABOVE IS CORRECT. I ACCEPT THAT THE STATE MAY REJECT THE BID OR ACT AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE. ………………………………….. Signature ..…………………………………………… Date …………………………………. Position ……………………………………………… Name of bidder November 2011 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: - 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). 1.2 a) The value of this bid is estimated to exceed R50 000 000 (all applicable taxes included) and therefore the …90/10……….. preference point system shall be applicable; or 1.3 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 90 B-BBEE STATUS LEVEL OF CONTRIBUTOR 10 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; 2 (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); (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 Broad-Based 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; (h) “proof of B-BBEE status level of contributor” means: 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; (i) (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; 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 Number of points (90/10 system) (80/20 system) 1 10 20 2 9 18 Page 2 of 5 3 5. 5.1 6. 6.1 3 6 14 4 5 12 5 4 8 6 3 6 7 2 4 8 1 2 Non-compliant contributor 0 0 BID DECLARATION Bidders who claim points in respect of B-BBEE Status Level of Contribution must complete the following: B-BBEE STATUS LEVEL PARAGRAPHS 1.4 AND 4.1 OF CONTRIBUTOR B-BBEE Status Level of Contributor: . = CLAIMED IN TERMS OF ………(maximum of 10 or 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 sub-contractor………………………………………………………….. 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 Page 3 of 5 EME √ QSE √ 4 8. DECLARATION WITH REGARD TO COMPANY/FIRM 8.1 Name company/firm:……………………………………………………………………………. of 8.2 VAT number:……………………………………….………………………………… registration 8.3 Company number:…………….……………………….……………………………. registration 8.4 TYPE OF COMPANY/ FIRM  Partnership/Joint Venture / Consortium  One person business/sole propriety  Close corporation  Company  (Pty) Limited [TICK APPLICABLE BOX] 8.5 DESCRIBE PRINCIPAL BUSINESS ACTIVITIES …………………………………………………………………………………………………… …………………………………………………………………………………………………… …………………………………………………………………………………………………… …………………………………………………………………………………………………… …….. 8.6 COMPANY CLASSIFICATION  Manufacturer  Supplier  Professional service provider  Other service providers, e.g. transporter, etc. [TICK APPLICABLE BOX] 8.7 Total number of years the company/firm has been in business:…………………………… 8.8 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 Page 4 of 5 5 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. WITNESSES 1. …………………………………….. 2. ……………………………………. ………………………………………. SIGNATURE(S) OF BIDDERS(S) DATE: ………………………………….. ADDRESS ………………………………….. ………………………………….. ………………………………….. Page 5 of 5 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 4.1 Yes No Yes No Yes No Yes No Yes No Restricted Suppliers as companies or persons prohibited from doing business with the public sector? (Companies or persons who are listed on this Database were informed in writing of this restriction by the Accounting Officer/Authority of the institution that imposed the restriction after the audi alteram partem rule was applied). The Database of Restricted Suppliers now resides on the National Treasury’s website(www.treasury.gov.za) and can be accessed by clicking on its link at the bottom of the home page. 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: 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? 4.4.1 If so, furnish particulars: SBD 8 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 Js365bW SBD 9 CERTIFICATE OF INDEPENDENT BID DETERMINATION 1 2 This Standard Bidding Document (SBD) must form part of all bids¹ invited. 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. 1 SBD 9 CERTIFICATE OF INDEPENDENT BID DETERMINATION I, the undersigned, in submitting the accompanying bid: ________________________________________________________________________ (Bid Number and Description) in response to the invitation for the bid made by: ______________________________________________________________________________ (Name of Institution) do hereby make the following statements that I certify to be true and complete in every respect: I certify, on behalf of:_______________________________________________________that: (Name of Bidder) 1. I have read and I understand the contents of this Certificate; 2. I understand that the accompanying bid will be disqualified if this Certificate is found not to be true and complete in every respect; 3. I am authorized by the bidder to sign this Certificate, and to submit the accompanying bid, on behalf of the bidder; 4. Each person whose signature appears on the accompanying bid has been authorized by the bidder to determine the terms of, and to sign the bid, on behalf of the bidder; 5. For the purposes of this Certificate and the accompanying bid, I understand that the word “competitor” shall include any individual or organization, other than the bidder, whether or not affiliated with the bidder, who: (a) has been requested to submit a bid in response to this bid invitation; (b) could potentially submit a bid in response to this bid invitation, based on their qualifications, abilities or experience; and (c) provides the same goods and services as the bidder and/or is in the same line of business as the bidder 2 SBD 9 6. The bidder has arrived at the accompanying bid independently from, and without consultation, communication, agreement or arrangement with any competitor. However communication between partners in a joint venture or consortium³ will not be construed as collusive bidding. 7. In particular, without limiting the generality of paragraphs 6 above, there has been no consultation, communication, agreement or arrangement with any competitor regarding: (a) prices; (b) geographical area where product or service will be rendered (market allocation) (c) methods, factors or formulas used to calculate prices; (d) the intention or decision to submit or not to submit, a bid; (e) the submission of a bid which does not meet the specifications and conditions of the bid; or (f) bidding with the intention not to win the bid. 8. In addition, there have been no consultations, communications, agreements or arrangements with any competitor regarding the quality, quantity, specifications and conditions or delivery particulars of the products or services to which this bid invitation relates. 9. The terms of the accompanying bid have not been, and will not be, disclosed by the bidder, directly or indirectly, to any competitor, prior to the date and time of the official bid opening or of the awarding of the contract. ³ Joint venture or Consortium means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract. 3 SBD 9 10. I am aware that, in addition and without prejudice to any other remedy provided to combat any restrictive practices related to bids and contracts, bids that are suspicious will be reported to the Competition Commission for investigation and possible imposition of administrative penalties in terms of section 59 of the Competition Act No 89 of 1998 and or may be reported to the National Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting business with the public sector for a period not exceeding ten (10) years in terms of the Prevention and Combating of Corrupt Activities Act No 12 of 2004 or any other applicable legislation. ………………………………………………… ………………………………… Signature Date …………………………………………………. ………………………………… Position Name of Bidder Js914w 2 4 DEPARTMENT OF FORESTRY, FISHERIES AND THE ENVIRONMENT (DFFE) AS AN ORGAN OF STATE SUBSCRIBES TO AND PROPAGATES BOTH THE NOTION OF BROAD BASED BLACK ECONOMIC EMPOWERMENT ACT, 2003 (Act No. 53 of 2003) (BBBEE), THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT, 2000 (Act No. 5 of 2000) AND THE PREFERENTIAL PROCUREMENT REGULATIONS, 2017. TERMS OF REFERENCE FOR THE APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE HELICOPTER SUPPORT SERVICES WITH FULL CREW COMPLIMENT FOR MARION ISLAND, GOUGH ISLAND AND SANAE IV (ANTARCTICA) RESEARCH BASES FOR THE BRANCH: OCEAN AND COAST FOR A PERIOD OF FOUR (4) YEARS Item number TABLE OF CONTENTS Page 1 Purpose 3 2 Introduction and Background 3 3 Objectives of the proposal 5 4 Scope and extent of work 5 5 Expected deliverables/outcomes 8 6 Period / Duration of project / Assignment 15 7 Costing/Comprehensive budget 15 8 Evaluation Criteria 16 9 Special Conditions 24 10 Sub-contracting Conditions/Requirements 26 11 Payment Terms 26 2 1. PURPOSE The purpose of this Terms of Reference (ToR) is to enable the Department of Forestry, Fisheries and the Environment (DFFE) to appoint a suitable service provider to provide helicopter services with full crew complement to the DFFE, Branch: Oceans and Coasts for a period of four (4) years. 2. INTRODUCTION AND BACKGROUND 2.1. The Department of Forestry, Fisheries and the Environment is responsible for the management of South Africa’s participation in Antarctica (SANAE IV) and Sub-Antarctic (Marion and Gough) Island’s logistics operations. Annual relief voyages are undertaken to these remote stations to conduct research, maintenance, replenish supplies (food, fuel, etc.) and the changeover of over-wintering expedition teams. 2.2. During these expeditions, offloading (from the ship), back loading of cargo and the transfer of passengers is performed by helicopters. These helicopters are accommodated on the ship throughout the voyage. 2.3. The helicopters operate in extreme weather conditions. In Antarctica, the helicopters are also used to carry out most passenger movement dispatching scientific field parties to areas not accessible over land. In this vast, hostile, and unpredictable environment, helicopters also play a crucial role for search and rescue purposes. 2.4. The helicopter support services invited through this bid will be rendered at Marion Island, Gough Island and Antarctica. The conditions at these sites are vastly different than conditions anywhere in South Africa and the Bidder should have a clear understanding of what is required and the conditions that prevail. 2.4.1. SPECIFIC CONDITIONS AT MARION ISLAND Marion Island is a volcanic island that forms part of South African territory and has Special Nature Reserve status. Marion is about 24 km x 16 km and rises to 1186m (highest peak) above sea level. Its position is 46’52’S and 37’51’E within the so-called “roaring forties”. The weather is generally cold, cloudy and windy with only about 29% sunshine per year. The mean minimum and maximum temperatures are 2.8ºC and 8.1ºC respectively but temperatures as low as -4ºC to -6ºC occur frequently through the year. The annual rainfall is 2500mm; spread evenly throughout the year, with snow and ice mostly in winter. The base at Marion is spread within 300 meters from the water’s edge and is between 40m and 90m above sea level. Nearly all the cargo and personnel will be discharged by helicopter here. There are also 9 field huts spread around the island (one which is 800m above sea level). Limited cargo (generally one customized container per hut) and personnel are dispatched to the huts. Hazardous cargo (handy gas) is slung on top of 3 the containers and transported to the huts. Because of sensitive seal, penguin and birds breeding colonies, there are “no fly-over zones” on the island, which means that the shortest distance from the base to a particular hut may not be a straight line. The provisions governing flights over the islands as recorded in the Prince Edward Island Management Plan (attached as Annexure A) must be always adhered to. Flying conditions change drastically over very short periods of times, from blue sky to rainy conditions to snowing, from calm to storms with 60 knot winds and exceeding gusts. Icing during flying is an ever-present factor and must be taken strongly into consideration during flight planning. Pilots must be experienced in flying in these type of weather conditions and must be able to analyse forecasts and plan the operations accordingly with “SAFETY” as a priority. 2.4.2. SPECIFIC CONDITIONS AT GOUGH ISLAND Gough Island is a volcanic island with the geographic position 40’21’S and 09’52’W. It is roughly 7km x 3.5 km in size and oblong in shape with the highest peak rising to 910m above sea level. The average annual temperature is 11.5ºC (some 6ºC higher than Marion). On occasion a high of 15ºC is reached with a minimum close to zero (and only on rare occasions will the temperature drop to 1 - 2ºC below zero). Annual rainfall is about 3120mm and the Island is also in the gusty “roaring forties” with mean wind speed of 12kts per second. The base at Gough is within 200m from the water edge. Height above sea level of the base is about 40m to 80m. Flying at Gough apart from discharging cargo and personnel from ship to base, is restricted to two other sites (generally one container per site). One of these is about 800m above sea level, while the other is close to sea level; it is on the opposite side of the island. The provisions governing flights over the islands as recorded in the Gough Island Management Plan (attached as Annexure B) must be always adhered to. It may be necessary to fly a limited number of passenger and slinging flights to Tristan da Cunha Island. The conditions at Tristan da Cunha Island are like those at the Gough Island base. This is included in the number of hours and days presented in section F. 4 2.4.3. SPECIFIC CONDITIONS AT ANTARCTICA – SANAE IV South Africa’s Antarctic base SANAE IV is approximately 250 km off the ice edge (shelf), built on a rocky outcrop (800m above sea level) named Vesleskarvet. This base is modern and sophisticated with excellent facilities for helicopter operations (huge hangers (5m height) with overhead cranes, large landing deck (18 by 20m), which allows landings from 3 directions.). Antarctica is a continent of extremes (coldest, highest, windiest, etc.). Operational conditions here are far from ideal. Helicopters should be able to operate in temperatures of down to -30ºC (absolute minimum for Antarctic Summer), winds of up to 40 knots with very low humidity and low visibility. Aircraft should therefore be suitably equipped (winterized with the necessary modifications and instrumentation) to operate safely in these conditions. All helicopters must be fitted with heaters for passenger flights. 3. OBJECTIVES OF THE PROPOSAL The objective of the service is to enable the Department to access necessary helicopter facilities and qualified crew to perform the logistics mandate for Antarctica and the sub-Antarctic Islands effectively and in a safe manner. 4. SCOPE AND EXTENT OF WORK During relief voyages to the Antarctica and the islands, offloading (from the ship), back loading of cargo and the transfer of passengers to and from the ship are performed by helicopters. The helicopters are loaded onboard the vessel in Cape Town and are available for use throughout the duration of the voyage. 4.1. Annually the “Antarctic voyage” normally starts in the beginning of December and lasts between 75 to 85 days and requires up to 120 hours of flying time. 4.2. The “Marion voyage” normally starts in the first week of April and lasts approximately 42 days and requires up to 50 hours of flying time. 4.3. The “Gough voyage” is planned to usually leave in the first week of September and lasts for approximately 36 days and requires up to 20 hours of flying time. 4.4. The helicopters will be expected to operate in very harsh conditions for example, extreme winds, snow, ice, low visibility, rough terrain, and imbalanced contrast. 4.5. The DFFE will provide Jet A1 fuel for use by the helicopters. However, the Bidder will supply empty 200 litre drums to store fuel for up to 20 hours flying time. The Bidder must prove that they are authorised to certify the filling of fuel in drums to ensure that the decanting of fuel is done safely. 5 4.6. The helicopters must be equipped with survival kits suitable for the applicable environment for each passenger and crew member. 4.7. At least one crew member must be accredited to oversee and certify the stropping and hooking of cargo, to ensure safe operations in compliance with Civil Aviation Authority (CAA) regulations. Please Note: The abovementioned voyage duration, flight hours, and Departure/Return times may vary as weather and sea conditions dictate. The DFFE will only pay for the actual number of days and actual number of flight hours of each expedition. 4.7.1. I. SCOPE OF SERVICES REQUIRED IN ANTARCTICA Ice reconnaissance from ship in heavy pack-ice conditions to determine the easiest / safest passage through the ice. II. Coastline reconnaissance – to determine most suitable offloading site. III. Transporting (flying) up to approx. 80 personnel and sensitive equipment from the ship to the SANAE IV base (± 250km/135nm) and back or Emergency Base (±8 km from ice edge at Neumayer Station). IV. Offloading (and back-loading) cargo from ship onto the ice shelf up to 30m high. V. Dispatch field scientists / teams and their equipment to areas not accessible by any other means. VI. Sling snow mobiles, smaller sledges, and fuel drums over long distances. VII. Fly Technicians and equipment (e.g., long masts) to high peaks 2000m above sea level to maintain Antenna systems. VIII. Establish emergency depots (fuel, supplies, safety equipment, etc.) for SAR purposes. IX. Provide a SAR Service for DFFE and other operators in the Dronning Maud Land area of Antarctica. X. Fly personnel to and from other Antarctic bases as and when required. 4.7.2. I. SCOPE OF SERVICES REQUIRED AT THE ISLANDS The requirement at Marion Island is approximately 80 containers and 80 personnel within the quickest possible timeframe II. The requirement at Gough Island is approximately 30 containers and 40 personnel within the quickest possible timeframe. III. Containers must sometimes be positioned in confined spaces in predetermined marked locations as there is no other means at the Island for moving these containers once placed. 6 5. EXPECTED DELIVERABLE / OUTCOMES A summary of services required during the voyages which forms part of bid is as follows: Bidders are to take note and consider each point mentioned below. 5.1. Liaison and reporting requirements I. Representation at mandatory management and contract performance review meetings in Cape Town II. Representation at voyage planning meetings, including cargo and post voyage meetings III. Pre-flight safety briefings are conducted IV. Submission of Detailed Captain’s logs. V. Automated tracking reports; VI. Incidents and near miss reports for all flights undertaken. VII. Submission of Weekly reports; VIII. End of voyage reports; 5.2. Documents to be submitted two weeks before departure I. The Crew list and certification of the Crew members II. Valid Passports of all crew, with expiry date of minimum six (6) months from scheduled return date of the voyage III. Up to date medical assessment of all Crew members. IV. Proof of helicopter airworthiness as confirmed by an Authorised Inspectorate. V. Proof of Valid medical evacuation insurance such as ‘Save Our Soul’ (SOS) International for all crew members with limitation of liability to guarantee safe transport to South Africa or any other place where advanced medical treatment can be administered. VI. Proof of licensing and registration for each helicopter at least one month before departure of the voyage. VII. Proof of custom clearance of all aircraft, spares, equipment etc. 5.3. Personnel and Equipment Deliverables I. Provision of own transport for personnel and equipment to and from the location of the vessel in Cape Town including the necessary permits for flying in the port. II. The helicopters are appropriately equipped to operate safely under the harsh conditions in Antarctica. III. Availability of sufficient spares and necessary expertise to provide an uninterrupted service for the full duration of the voyage. 7 IV. Ensure all aircraft and spares are loaded onboard the vessel and secured at least one (1) day prior to sailing and offloaded within one day after docking. V. Operators/crew with necessary deck borne cargo-slinging experience able to work on a moving platform. VI. Availability of hearing protection together with life vests for each passenger. VII. Availability of additional headsets for at least 2 passengers per helicopter and at least one helicopter is equipped with a mobile satellite communication equipment. VIII. The capacity (both aircraft and crew) to evacuate approximately 80 persons with minor luggage from SANAE IV to the ship / Emergency Base within a 24-hour period. IX. Availability of the necessary survival kit / equipment / rations for their own personnel. X. Availability of hooks, swivels and certified slings for cargo slinging as well as necessary tie-down strops and nets to secure internal cargo. 5.4. Fuel handling and Refueling Bidder shall ensure that they provide the following: I. The necessary re-fueling equipment such as pumps, drip trays, fuel absorbent mats, etc. to refuel from 200 litre drums with necessary spill containment. II. Crew that are capable to refuel helicopters safely from ship’s bulk fuel tanks. III. Sufficient empty, clean fuel drums to be filled and allow at least 20 hours of flying time. IV. Spill free filling on board the vessel and the necessary equipment to seal the drums after filling. V. Two (2) cradles which can take 9 drums in a single sling. 5.5. General operational information I. Helicopters and crew will be transported by ship from Cape Town to the respective research stations. II. Helicopter personnel will be subject to all the rules and regulations of the DFFE on the ship and at the bases and will fall under the supervision of the Departmental Coordinating Officer (DCO) for the duration of the voyage. III. The DCO will be the only designated official to authorise all flights. However, regarding the safety of the flight operation, the captain / commander takes full responsibility. IV. Helicopter operators/personnel report to the DCO (determine operations, e.g., operation times, sequence of task, passengers etc.) V. Most cargo is containerized; however, non-containerized items (e.g., long mast, gas cylinders, skidoos, etc.) must be cargo slung for considerable distances. 8 VI. The containers are custom build for cargo slinging purposes (Dimensions: 2,2 meter long, 1,2 meter wide, 1,2-meter high, empty weight - 535 kg and loaded weight – not exceeding 1500 kg). VII. The Bidder will always be responsible for the safeguarding of their aircraft and equipment for the duration of the voyage (deck handling equipment, tie down chains, blade folding equipment, etc. on the ship and at the bases). VIII. The Team Leader who is responsible for a specific voyage must attend the relevant logistic, cargo as and when required. IX. During voyages, a written weekly report (every Monday) by the team leader must be submitted to the DCO as well the Director: Southern Oceans and Antarctic Support in a prescribed format. Due to the Helicopter Crew on standby for search and rescue purposes for the duration of the voyage they will not be permitted to consume any intoxicating substances. 5.6. The DFFE will provide the following: I. Aviation fuel, Basic food and accommodation on the ship and the bases, Personal Protective Equipment (PPE) for each voyage (list of clothing available from DFFE and is to be handed back after each voyage). II. Strops, nets, containers for cargo slinging. III. Limited medical provision on board the Departmental vessel as well at the different base stations. 5.7. After every voyage, the following documents must be submitted: I. A comprehensive voyage report. II. All Captain’s logs (including passenger manifest for the relevant flights). III. Weight and Balance sheet must be kept on record for the full duration of the contract (for inspection if so required). IV. In Antarctica and on Marion Island the helicopters will be based at the Island and for the Gough voyages they will be ship-based for the duration of the take-over periods. 5.8. Crew Complement for Each Voyage I. Crew comprising of between ten (10) and twelve (12) persons to be headed by an experienced team leader. II. Any change/s to the members of the crew for an up-coming voyage must be provided to the Department for approval four (4) weeks before departure with the current completed crew list. III. At least 1 pilot per helicopter must have experience in operating in high latitudes and from moving platforms (ships). 9 IV. Support functions can be combined but must not compromise the service to be rendered. Where the Bidder can utilise the same crew member for another function, this will be allowed on condition that the Department is informed and has granted written approval. V. 6. The composition of the crew / team is as follows: • 1 x Team leader, 1 x Senior Captain, 1 x Line Captain • 2 x First Officers • 1 x Senior Engineer, 2 x Junior Engineers / crewmen • 1 x Helicopter Landing Officer (HLO) / Safety officer • 1 x Fireman, 1 x Refueler, 1 x Technical Assistant PERIOD / DURATION OF PROJECT / ASSIGNMENT This Agreement shall endure for a period of four (4) years from the date of signature of a Memorandum of Agreement (MOA) by both parties. 7. COSTING / COMPREHENSIVE BUDGET 7.1. Comprehensive budget (SBD 3.3 – Price Schedule Guidance) must be provided inclusive of all disbursement costs, expenses and VAT and must be priced in South African Rand (ZAR) inclusive of VAT. 7.2. Validity period is 120 days from the closing date of bid. 7.3. DFFE reserves the right to negotiate with one or more preferred Bidder (s) identified in the evaluation process, regarding any terms and conditions, including prices without offering the same opportunity to any other Bidder (s) who has not been awarded the status of the preferred Bidder (s). 7.4. The bid prices or unit rates in the pricing proposal shall be for the first year period determined from the tender base date and no change during this period will be allowed for escalation. 7.5. On every subsequent 12-month anniversary date of the Contract base date the pricing shall be adjusted by the twelve-month year on year Consumer Price Index (CPI) (as published in the monthly bulletin PO141. of Statistics South Africa under table B) and fixed at this value for the following 12-month period. 7.6. Appointment will be valid for a period of four years and it would be expected of the Bidder/s to fully execute all lawful instructions issued within the extent and the scope of the contract. 7.7. Only actual air borne (flying) time to be charged. This is done generally from wheels up to wheels down and counted in decimal points e.g., 0.1 hrs, 0.9hrs, 1.1 etc. However, if the operation requires waiting time in the field for loading, or if the aircraft cannot be shut down for operational reasons, (high altitude, cold weather operation, etc.) then this ground time is counted as flying time and may be billed. 10 7.8. All daily stand-by rates are determined from the day of departure to the three remote stations until the day of return. 7.9. The Bidder will need to insure against lost revenue because of unforeseen delays in the departure or arrival of the vessel due to circumstances beyond the control of the Department, e.g., covid-19, adverse weather conditions etc. NB: BIDDERS TO COMPLETE RATES ON THE BELOW TABLE DETAILS ANTARCTICA MARION ISLAND GOUGH ISLAND Duration (round trip) 80 days (± 5 days) 42 days (± 3 days) 36 days (± 3 days) Time of year December to February April to May September to October Helicopters required 2 2 2 Flying hours 120 (± 10 hours) 50 (± 5 hours) 20 (± 5 hours) 8 8 8 At least 1500kg At least 1500kg At least 1500kg Minimum passengers with hand luggage Cargo slinging capacity *********RATES TO BE COMPLETED BY BIDDER Daily flat Rate - Available on the vessel but not flying Daily flat Rate - Available at the station but not flying Hourly Flying Rate Any other costs With reference to the flying hours and duration in days, the Department will only pay the actual number of days of the voyage and the actual hours flown at the relevant rates as agreed between the two parties. There could be occasions when the estimated times above are exceeded. In such cases the agreed rates will apply. All prices must be in South African Rands (ZAR) inclusive of VAT. NB: Please ensure that costing is provided per helicopter as the DFFE reserves the right to reduce the number of helicopters required. 11 8. EVALUATION CRITERIA 8.1. The evaluation for this bid will be carried out in three (3) phases: • Phase 1: Pre-Compliance / Initial Screening. • Phase 2: Mandatory Requirements. • Phase 3: Price and B-BBEE Preference Point System 90/10 8.2. PHASE 1: Pre-compliance or Initial Screening 8.2.1. During this phase bid documents will be reviewed to determine the compliance with SCM returnable, tax matters and whether Central Data Base (CSD) report has been submitted with the bid documents at the closing date and time of the bid. Bids which do not satisfy the compliance criteria will not be evaluated further. 8.2.2. The bid proposal will be screened for compliance with administrative requirements as indicated below and Bidders must circle the correct answer: Item No. Administrative Requirements 1 Master Bid Document 2 1 Copy of Bid Document Included in the Bid Document 3 SCM - SBD 1 - Invitation to Bid SCM - SBD 2 - Tax Clearance 4 Certificate Requirements SCM - SBD 2 - Tax Clearance 5 Certificate Requirements SCM - SBD 4 - Declaration of 6 Interest SCM - SBD 6.1 - Preference Points Claim Form in terms of 7 the Preferential Procurement Regulations 2017 SCM - SBD 8 – Declaration of 8 Bidder’s Past Supply Chain Management Practices SCM - SBD 9 - Certificate of 9 Independent Bid Determination In case of bids where Consortia / Joint Ventures, Consortia/Joint 10 Venture agreement signed by both parties must be submitted with bid proposal Check/Compliance provided and bound provided and bound Non-submission may result in disqualification? *YES **NO Completed and signed CSD registration number/SARS PIN *YES CSD summary report **NO Completed and signed *YES Completed and signed **NO Completed and signed *YES Completed and signed *YES JV agreement completed and signed, if applicable *YES 12 *YES Item No. Check/Compliance Non-submission may result in disqualification? Detailed document Company profile showcasing the bidder’s capability, experience and track record in the Provision of Helicopter Services *YES Administrative Requirements Company profile of Bidder 11 *YES – DFFE reserves the right to reject proposals that are not submitted in the prescribed format or where information presented is illegible or incomplete and will not be further evaluated for Specifications (Phase 2). **NO – DFFE reserves the right to request such information during the evaluation process of the proposal and such information must be presented within short notice. 8.3. PHASE 2: MANDATORY REQUIREMENTS Bidder/s are required to indicate their compliance to the following requirements and must provide the necessary documentary evidence to substantiate their responses. It is the responsibility of each Bidder to ensure that the complete documents are submitted before closing date and time. 8.3.1. MANDATORY DOCUMENTATION REQUIREMENTS: Table 8.3.1 # 1 2 3 4 All COMPLY: YES OR NO REQUIREMENT (PROOF TO BE ATTACHED) Submit certified copies of valid Operator’s licence issued by South African Civil Aviation Authority (SACAA). To submit certified copies of valid Approved Maintenance Organisation (AMO) certification. Demonstrate through the submission of a copy of a video demonstration showcasing the experience and competency of the bidder in rendering of helicopter support services. Letter of Intent to be submitted by all bidders that they confirm they will acquire a third-party insurance with liability of US$ 300,000,000 should they be awarded this bid. Bidders achieving “NO” in any part of the specifications tables 8.3.1, 8.3.2, 8.3.3 and 8.3.4 will be disqualified and will NOT be evaluated further on Preference Point System (90/10) 13 8.3.2. MANDATORY OPERATIONAL REQUIREMENTS: Table 8.3.2 NO. DESCRIPTION # 1 2 3 8.3.3. YES NO YES NO All requirements must be complied with and submit documentary evidence with the bid Experience in deck borne cargo-slinging. A copy of a video demonstration. Experience in off and backloading from fore and aft deck of ship A copy of a video demonstration. Experience in landing and taking-off from a moving platform (ship), A copy of a video demonstration. MANDATORY HELICOPTER REQUIREMENTS / SPECIFICATIONS Table 8.3.3 NO. DESCRIPTION # 1 All requirements must be complied with and submit documentary evidence with the Bid Both Medium Sized Twin Engine helicopters equipped for all weather operations. To provide helicopter manufacturer’s specification. 2 Minimum lifting (cargo slinging) capacity of 1500 Kg with a minimum of 1 hour flying time. To provide helicopter manufacturer’s specification. 3 Passenger capacity – up to 8 adults with limited luggage in size and weight, (±10kg) per person. To provide helicopter manufacturer’s specification. 4 Flying range – 600km (324nm), no reserves. To provide helicopter manufacturer’s specification. 5 Ferry tanks to increase the range of flying to a total of 950km. To provide helicopter manufacturer’s specification. 6 Equipped with flotation gear to fly over open water for up to 55km. To provide helicopter manufacturer’s specification. 7 Hoisting capability for SAR operation of 30m and 300kg. To provide helicopter manufacturer’s specification. 8 Proof of tracking system, installation and the feature list must be provided. 14 NO. DESCRIPTION # YES NO All requirements must be complied with and submit documentary evidence with the Bid 9 Provide helicopter onboard communication equipment specification. 10 At least one aircraft with Emergency Medical Service Rack. To provide manufacturer’s specification. 11 Helicopter registra