THE UNIVERSITY OF SOUTH AFRICA INVITES SUITABLY … · financials being submitted. Failure to...

2018 Tender Specification Florida Science Campus Gas Construction Management Project

THE UNIVERSITY OF SOUTH AFRICA INVITES

SUITABLY QUALIFIED SERVICE PROVIDERS

TO PARTICIPATE IN A PUBLIC TENDER

PROCESS FOR

LABORATORY GAS CONSTRUCTION

MANAGEMENT SERVICES AT EUREKA

BUILDING IN FLORIDA SCIENCE CAMPUS.

TENDER SPECIFICATION DOCUMENT

Tender Ref. No: PT2018/34 Date of Issue: December 2018


Table of contents

1. Overview

2. Proprietary and Confidential Information

3. Dealing with the University of South Africa

4. Registration and Compulsory information session

5. Optional Pre-Screening of Mandatory Supporting Documentation

6. Closing Date of Tender Submissions

7. Mandatory Requirement

8. Other Requirements

9. Pricing

10. Payment Terms

11. Sub-Contracting

12. Joint Arrangements

13. Tender Specifications

14. Evaluation Criteria

15. Annexures (if applicable)

16. Environmental Impact


1. OVERVIEW

The Florida Laboratory gas project is aimed at ensuring compliance with occupational health and safety

as well as proper safe working environment for all UNISA community that utilizes or visit the

laboratories. This project will address the building of the new gas storage facilities, the mechanical gas

ventilation, gas detection, electrical compliance, gas installation with construction manager ensuring

co-ordination of all of these services during construction and closeout.

This particular package is for Gas Construction Management. .

2. PROPRIETARY AND CONFIDENTIAL INFORMATION

All material submitted in response to this tender shall become the property of Unisa. Any confidential

information provided by a service provider in response to this Tender will be held in confidence and will

only be used for the evaluation of this tender.

3. DEALING WITH THE UNIVERSITY OF SOUTH AFRICA

Service providers must not contact any member of Unisa with respect to queries they may have with

this tender. A compulsory information session will be held during which it is expected that any queries

raised, will be answered.

The service provider shall not disclose any such information or specification, whether explicit or implied,

to any third party without the written consent from Unisa.

4. COMPULSORY REGISTRATION AND ADMITTANCE TO THE TENDER INFORMATION

SESSION

A non-refundable tender registration fee of R500.00 is payable by credit or debit card at

the registration session. No cash payments will be accepted.

Prospective tenderers must read the tender specification and bring a copy to the

information session

Only service provider representatives who are senior members of a relevant business unit,

or are member(s) of the team responsible for tender purposes, will be permitted to attend

the compulsory information session

Contractors must be a member accredited by SACPCMP and their staff professionally

registered with SACPCMP

Registration Date: 07 December 2018

Registration Time: 09:30 to 10:00 (Latecomers will not be admitted)

Venue: Council Chamber Room 02-55A, 2nd Floor NB Pityana Building, Corner Christian De Wet and Pioneer Avenue, Florida


The above-mentioned time frames must be strictly adhered to; latecomers will not be registered and

admitted to the information session. The information session will commence immediately after

registration.

5. OPTIONAL PRE-SCREENING OF MANDATORY SUPPORTING DOCUMENTATION

A non-compulsory pre-screening opportunity will be available to assist service providers to ensure that

their documentation meets the commercial mandatory requirements prior to the closing date of the

tender responses. The pricing requirements does not form part of this opportunity and must only be

submitted on the closing date.

The Supply Chain Management Directorate will be available on:

Date: 31 January 2019

Time: 10:00- 11:00

Venue: NB Pityana Building, Second Floor, Room 2-56, Cnr Christiaan de Wet and Pioneer

Avenue, Florida Campus, Roodepoort

6. TENDER SUBMISSION AND CLOSING DATE

The original and a soft copy of the sealed tenders must be submitted into the official tender box

located in the NB Pityana Building Main Entrance, Ground Floor, Corner Christian De Wet and

Pioneer Avenue, Florida. Please quote the tender reference number [PT2018/34] on the sealed

envelope.

Closing date: 08 February 2019 @ 12:00

Tenders submitted late will not be accepted or considered.

Points will be awarded for Broad-Based Black Economic Empowerment.

The decision of the UNISA Management Committee on awarding a tender is final.

Unisa reserves the right to appoint, contract with and monitor the performance of any service provider

it deems will offer the best service in line with its requirements, although it may not necessarily be the

lowest Tenderer. Unisa also reserves the right, in its sole discretion, to re-advertise, not to retender or

not to award the tender.

The tender awarded will be conditional and subject to successful negotiations and signing of a written

contract, failing which Unisa reserves the right to withdraw the tender and to award the tender to another

Tenderer without repeating the process.

7. PRE- QUALIFYING CRITERIA

Service providers must be an Exempted Micro Enterprise (EME) or Qualifying Small Enterprise (QSE)

with at least 51% ownership by any of the designated groups as defined by the B-BBEE codes of good


practice in order to advance the designated groups. Unisa will use other means of validation to confirm

the B-BBEE status. Service providers that fail to meet this criterion will be disqualified.

8. MANDATORY REQUIREMENTS

The following documentation must be submitted, failure to comply and submit any one of the

documents will disqualify the submission:

Mandatory requirements will include the following and must be labelled and submitted in the following

order:

Annexure A1: Proof of attendance of compulsory information session.

Annexure A2: Completed and signed Supplier List Application Form (F25).

Annexure A3: Resolution to sign on behalf of the tendering unit.

Annexure A4: Current and valid original SARS Clearance Certificate / tax status pin/ e- filling.

Annexure A5: Copy of company registration documents indicating list of shareholders / members from

CIPC / CIPRO

Annexure A6: Pricing data. The form of tender must be completed and signed

Annexure A7: Minimum of three or more recent contactable references (not older than five (5) years)

from customers to which the tenderer has provided or is providing specifically Gas

Management services that are similar to the gas management service required; if the

tenderer is the product of a merger or acquisition, the operation of the former

companies will be taken into account (Reference Template must be completed). No

other references will be considered.

Annexure A8: Financial Statements

a. One set (2 years comparative figures) of the most recent audited Annual Financial

Statements together with a signed Independent Auditor’s Report or a signed letter

from the Accounting Officer for Close Corporations must be submitted unless the

reporting entity is exempted in terms of the new South African Companies Act from

obtaining an Independent Auditor’s Report. The exempted entity must then submit

a signed Independent Reviewer’s report or signed compilation engagement (ISRS

4410) report from any recognised accounting professional body. The annual

financial statement submitted must be within six months of the financial year-end

to qualify for evaluation.

A complete set of Annual Financial Statements including the following:

Independent Auditor’s Report (Letter from an External Accountant/Accounting

Officer for Close Corporations)

Statement of Comprehensive Income (Income Statement)

Statement of Financial Position (Balance Sheet)

Statement of Cashflows


Statement of Changes in Equity

Notes to the Financial Statements

No summarized Financial Statements or Extracts of financial statements will be

accepted.

b. Where the financial statements of the holding company are submitted, a signed

letter be

included from the holding company, on their letterhead signed by the CEO/CFO,

that they would be liable if the subsidiary defaulted. This must be attached to the

financials being submitted. Failure to submit such signed letter will disqualify the

tender submission.

c. The financial statements should be submitted as a separate bound document.

Annexure A9: Project Manager must be a member accredited by SACPCMP and their staff

professionally registered with SACPCMP

Annexure A10: General terms and conditions to be completed and signed (www.unisa.ac.za).

9. OTHER REQUIREMENTS

Annexure B1: A valid B-BBEE certificate from SANAS accredited verification agency or an

affidavit certifying their total annual income and level of black ownership will be sufficient for EMEs

and QSEs. Failure to submit the above will result in a zero score for B-BBEE.

Note: All documents submitted in support of this tender must be the documents of the tendering

unit and may not pertain to different companies or units within a group. As an example, a tenderer

cannot submit its own B-BBEE certificate, but the SARS certificate of its holding company.

10. PRICING

The tenderer must state whether the price quoted is fixed for the duration of the agreement or whether

the price is subject to escalation. In the absence of an indication in this regard the price will be

considered as fixed for the full period of the agreement.

All pricing must be quoted in South African Rand (ZAR) including VAT.

The pricing must remain valid for 120 days from the closing date of the tender.

Pricing / costing template must be completed (Annexure A6)

Any pricing not included in the pricing template will not be considered.

Prices charged by the supplier for goods delivered and services performed under the contract shall not

vary from the prices quoted by the supplier in his tender, and any variance will render the contract null

and void.

http://www.unisa.ac.za/


11. PAYMENT TERMS

The payment terms of the University are 30 days after receipt of goods and services and upon receipt

of the required documentation. No upfront payments will be considered.

12. SUB-CONTRACTING

No sub-contracting allowed

13. JOINT ARRANGEMENTS

No joint arrangements allowed

14. TENDER SPECIFICATION

13.1 PROJECT SCOPE OF WORK

Laboratory Gas Construction Management Services

Gas installation package

Gas detection package.

Building Works package

Electrical Installation Package

Heating, Ventilation, Air-conditioning and Cooling (HVAC) package

For detailed specification, please see the following attachment:

See attached drawings

Form of tender

15. EVALUATION CRITERIA

Pre-qualification:

Only tenderers that meet all the mandatory requirements including the financial evaluation will proceed

to stage 1: of the adjudication.

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

Item Criteria Maximum score

Reference

A1.1 Approach Paper – Method Statement

35 Refer to A1.1 below for a guideline

A1.2 Evaluation Schedule: Tender’s Experience

15 Refer to A1.2. below for a guideline

A1.3 Construction Manager’s Resources: Personnel



A1.4 Quality Control Procedures


TOTAL 100

Stage 2: Price and B-BBEE Evaluations

ITEMS POINTS

1. Price

min

min175

P

PPtPs

Where:

Ps = Points scored for price of tender under consideration

Pt = Rand value of tender under consideration

Pmin = Rand value of lowest acceptable tender

75

2. B-BBEE level of contribution 25

At the price & B-BBEE stage, all tenders submitted, either 10% above or 10% below the estimate

(inclusive of vat), will be verified with the service provider prior to awarding, should the service provider

change the price, the service provider will be disqualified and the second bidder will be considered.

16. ANNEXURES

Annexure 1 (Evaluation Schedules)


ANNEXURE 1

Form A1.1 Evaluation Schedule: Approach Paper – Method Statement ( Step by Step approach to

the project from start to finish) (35 points)

The approach paper must respond to the scope of work and outline the proposed approach /

methodology including that relating to programme and method statement, Tenderers shall note that

health and safety and environmental approach are submitted and evaluated on separate schedules

with this tender but should be clearly referenced to. The approach paper should articulate what value

add the tenderer will provide in achieving the stated objectives for the project.

The tenderer must as such explain his / her understanding of the objectives of the assignment and

the Employer’s stated and implied requirements, highlight the issues of importance, and explain the

technical approach they would adopt to address them. The approach paper should explain the

methodologies which are to be adopted, the contracting strategy identifying the contract form to be

used and demonstrate the compatibility of these with the proposed approach. The approach should

also include reference to the quality plan which outlines processes, procedures and associated

resources, applied by whom and when, to meet the requirements and indicate how risks will

be managed and what contribution can be made regarding value management.

The scoring of the approach paper will be as follows:

Method Statement (10)

Specific to the scope of work detailing approach & methodology as required = 10 points

Generic approach statement & methodology = 8 points

No or unrelated method statement = 0 points

Proposed detailed project program for the entire scope of work (10)

Acceleration approach identifying potential areas for period reductions

together with a Construction program in Gantt Chart format = 10 points

Construction program in Gantt Chart format = 8 points

Unrelated or No program = 0 points

Health and Safety Plan (5)

Specific to the scope of work or ISO 18000 certified = 5 points

Generic but addressing OHS plan in general = 3 points

Unrelated to construction or No Plan = 0 points

Risk Management Plan (5)

Specific to the project = 5 points

Generic but addressing RM plan in general = 4 points


Procurement Management Plan (5)

Specific to the project including contracting strategy = 5 points


Generic but addressing RM plan in general = 4 points


The undersigned, who warrants that he / she is duly authorised to do so on behalf of the

enterprise, confirms that the contents of this schedule are within my personal knowledge and

are to the best of my belief both true and correct.

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

Name …………………………………………..

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

2018 Tender Specification Florida gas Laboratory Project

Form A1.2 Evaluation Schedule: Tender’s Experience (15 points)

The experience of the tenderer or joint venture partners in the case of an unincorporated joint

venture or consortium as opposed to the key staff members / experts in similar projects or similar

areas and conditions in relation to the scope of work over the last five (5) years will be evaluated

Tenderers should very briefly (Between 1 and 2 pages) describe his or her experience in this

regard and attaches this to this schedule. Reference will be necessary to any other returnable

schedules submitted with this tender as is appropriate.

The description should be put in tabular form with the following headings:

Employer, contact

person and

telephone number,

where available

Description of work

(service)

Value of work

(i.e. the service

provided) inclusive of

VAT (Rand)

Date

completed

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

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

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

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

• Less than three similar projects = 0 points

The undersigned, who warrants that he / she is duly authorized to do so on behalf of the



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

Name …………………………………………..



Form A1.3 Evaluation Schedule: Contractor’s Resources – Personnel, Plant and Sub-

contractors (25 points)

The Contractor should propose the structure and composition of their team i.e. the main disciplines

involved, the key staff member / expert responsible for each discipline, and the proposed technical and

support staff and site staff, together with names of second choice alternate personnel. The roles and

responsibilities of each key staff member / expert should be set out as job descriptions. In the case of

an association / joint venture / consortium, it should, indicate how the duties and responsibilities are to

be shared. In addition, they shall provide a summary of the key staff member’s qualification (certificates,

diplomas or degrees as well as professional registration certificates), experience previous and current

occupation. Please include full detailed CV’s of the key staff members that will be fully dedicated to this

project.

The Contractor must attach his / her organization and staffing proposals to this page. Reference

will be necessary to any other returnable schedules submitted with this tender.

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

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

Senior Construction Project Manager to be professionally registered with SACPCMP Pr.

CPM or Pr. CM with Project Management / Construction Management experience on

similar projects (15 points)

Work experience of above 15 years = 15 points

Work experience of between 10 – 15 years = 11.5 points

NON-SUBMISSION of all of the above = 0 points

Construction Manager to be professionally registered with SACPCMP Pr. CM with

Project Management / Construction Management experience on similar projects (10

points)


Work experience of between 10 – 15 years = 8.5 points

Work experience of below 10 years = 7.5 points


OHS Agent, OHS Manager and OHS Officer all to be professionally registered with

SACPCMP (5 points)

OHS Agent fully registered with SACPCMP = 2 points

OHS Manager fully registered with SACPCMP = 1.5 point

OHS Officer fully registered with SACPCMP = 1.5 point



Project Planner / Time Manager (5 points)


Work experience of between 5 – 10 years = 4 points

Work experience of below 5 years = 2 points


Assistant Project Manager / Project Co-ordinator (5 points)


Work experience of between 2 – 5 years = 4 points

Work experience of below 2 years = 2 points





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

Name …………………………………………..



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

The quality control practices and procedures which ensure compliance with stated requirements of the

Employer will be evaluated (SOP, Document management process, competency certificates, training

documents, etc.).

Service providers should very briefly outline (Between 1 and 2 pages) his or her procedures in relation

to the project and attach this to this schedule, reference will be necessary to any other returnable

schedules submitted with this tender.

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

Standard operating procedures (SOP) for quality control = 2 points

Documents management process = 2 points

Training Documents and attendance registers for the last 12 months = 2 points

Competency certificates for the training for all training formally provided = 2 points

ISO 9001 certificate for the organization = 10 points

Non-submission of any quality control procedures = 0 points




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

Name …………………………………………..



16. ENVIRONMENTAL IMPACT

Set out the detail of the environmental impact of the activities relating to the agreement/contract and

the waste generated as a result thereof. Attach a detailed implementation plan by the contractor and/or

the person(s) responsible for implementing the agreement/contract, indicating how the environmental

impact and the waste generated will be minimized, mitigated and managed.

ANNEXURE 2 (Scope of work)

Scope of works All packages, Please see the attached BOQ and drawings

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