Once-off servicing and maintenance of air conditioning units at samsa mossel bay office

The appointed service provider must provide the following deliverables:

1. Completed service of all identified air conditioning units

2. Comprehensive service report, including:

• Units serviced

• Work performed per unit

• Condition assessment of each unit

• Faults identified and recommended corrective actions

• Confirmation of operational status after service

3. Quotation for any additional work (if required) for SAMSA approval

DESCRIPTION OF THE PREMISES

Location: Room 109, Plaza Aquda, Marsh St, Mossel Bay 6506

Operating Hours: 08:00 to 16:00 weekdays

ANNEXURE A

STAGE 1: MANDATORY REQUIREMENT

All RFQ responses that do not meet the Mandatory Requirements will be disqualified and will

not be considered for further evaluation on the Other Technical Requirements and evaluations.

The Mandatory Technical Requirements are as follows:

Mandatory requirement Comply Not Comply

Bidders must submit a valid Letter of Good Standing issued by the

Department of Employment and Labour, in terms of the

Compensation for Occupational Injuries and Diseases Act (COIDA).

Failure to submit a valid Letter of Good Standing will result in

disqualification.

The service provider must demonstrate that at least one technician

assigned to perform the services is appropriately qualified and

registered with a relevant professional or regulatory body for air-

conditioning services.

Required Evidence:

• A detailed CV of the qualified technician.

• Certified copies of relevant qualifications and/or trade

certifications (e.g. refrigeration/air-conditioning trade

qualification).

• Proof of registration with a recognised professional or

regulatory body (e.g. SAQCC Gas – Refrigeration,

MERSETA, or equivalent applicable body).

Note:

• The technician whose CV, qualifications, and registration are

submitted in response to this RFQ must be the technician who

performs the air-conditioning service on site.

• Substitution of the approved technician will not be permitted

without prior written approval from SAMSA.

• Failure to submit the required CV, qualifications, proof of

registration, or to comply with this requirement will result in

disqualification.

ANNEXURE B: PRICING TABLE

(THE TOTAL PRICE MUST BE INCLUSIVE OF VAT)

Name of bidder................................................ RFQ NUMBER: ..................................

DESCRIPTION OF GOODS OR SERVICES:

..............................................................................................................................

NO. DESCRIPTION Qty UNIT PRICE TOTAL PRICE

1 Samsung Mid Wall Unit 9000 BTU Aircon 1

2 LG Air conditioner 1

3 LG Air conditioner 1

4 LG Air conditioner 1

5 Samsung Air conditioner 1

6 Alliance Aircon Unit 1

7 Hisense Air conditioner 1

Sub – total

VAT 15%

Total Vat Inclusive

REQUIRED SUPPORTING DOCUMENTS & CHECKLIST

No. Document description Submitted (Yes / No)

1 Quotation

2 Signed SBD (RFQ) Forms

3 Recent CSD, not older than 3 months

4 Tax pin certificate

5 Valid B-BBEE

6 CK1 registration document (CIPC)

7 ID copies of ALL listed owner/s as per

CSD report

8 Proof of address not older than 3 months

9 Medical certificate/ Assessment

(if applicable)

10 Consortiums and Joint Ventures Form

(if applicable)

**ALL INFORMATION SUBMITTED WILL BE TREATED AS EVIDENCE FOR AWARDING POINTS FOR THE SAMSA GOALS

AND MUST BE CONSISTENT WITH DECLARATIONS MADE. INCONSISTENT INFORMATION PROVIDED MAY RESULT IN 0

POINTS AWARDED FOR THE APPLICABLE GOAL. SAMSA RESERVES THE RIGHT TO DISQUALIFY BIDDERS WITH

SUPPORTING DOCUMENTS THAT ARE NOT DULY SUBMITTED IN TERMS OF THE BID CONDITIONS.

GUIDELINES FOR DOCUMENTS REQUIRED FOR THE VERIFICATION OF THE SAMSA GOALS

SPECIFIC GOAL DOCUMENTS THAT WILL BE USED TO VERIFY

THE INFORMATION SUPPLIED

Equity ownership by persons who had no franchise in the ID copies of all listed owner/s as per CSD report

national elections

CK1 registration document (CIPC)

Points for persons or categories of persons historically

BBBEE certificate disadvantaged on the basis of race (black people)

Equity ownership by women ID copies of all listed owner/s as per CSD report

Points for persons or categories of persons historically BBBEE certificate

disadvantaged on the basis of gender (women)

Equity ownership by disabled persons Medical certificate/ Assessment

Points for persons or categories of persons historically

disadvantaged on the basis of disability (persons living with

disabilities).

Equity ownership by youth ID copies of all listed owner/s as per CSD report

Locality Address listed on the company registration CIPC /

SARS document is acceptable for claiming locality

points.

Should you want to claim locality points, for an

address not listed on the CIPC / SARS document,

that address must be listed on the CSD,

accompanied by a valid proof of residence,

reflecting one of the listed owners’ names and

physical address. e.g. Utility bill, bank/ account

statement, Municipal councillor's letter.

ANNEXURE C: Only if selected Partnership/Joint Venture / Consortium”

6.4 (TYPE OF COMPANY/ FIRM)

APPLICABLE FOR CONSORTIUMS AND JOINT VENTURES (JV)

CONSORTIUMS AND JOINT VENTURES OWNERSHIP FORM

(This form is only applicable for consortiums & JVs only)

a) The percentage (%) of the contract allocated to each JV member or consortium member. This should also

be included in an agreement to be made available on request by SAMSA, should a need a arise.

NO JV or consortium company name PERCENTAGE FOR EACH MEMBER

TOTAL 100%

** Additional lines can be added for more

b) The percentage ownership of each JV member or consortium member in each of the specific goals

relevant to this bid, with supporting documents. The total points claimed will be the sum of the percentage

contract allocation for each partner multiplied by the percentage weighting for each category, multiplied by

the percentage ownership in the relevant specific goal.

JV or consortium: 1

NAME ID NUMBER HDI** Youth** % of

(**Yes / No) company /

(**Yes/ No) firm No franchise Women Disabled

owned prior to

elections

JV or consortium: 2

NAME ID NUMBER HDI** Youth** % of

(**Yes / No) company /

(**Yes/ No) firm No franchise Women Disabled

owned prior to

elections

** Additional lines / tables may be added if necessary

BRIEFING SESSION N/A `

DELIVERY ADDRESS Room 109 Plaza Aquda, Marsh St, Mossel Bay, 6506

VALIDITY PERIOD Price quoted should remain valid for at least sixty (60) days after the closing date.

ALL BID RESPONSE DOCUMENTS MUST BE EMAILED TO:

[email protected]

(EMAIL SUBJECT LINE MUST CLEARLY INDICATE THE RFQ NUMBER)

BIDDING PROCEDURE AND TECHNICAL ENQUIRIES MAY BE DIRECTED TO:

CONTACT PERSON Onkgopotse Seemela

TELEPHONE NUMBER 012 366 2684

E-MAIL ADDRESS [email protected]

SUPPLIER INFORMATION

NAME OF BIDDER

POSTAL ADDRESS

STREET ADDRESS

TELEPHONE NUMBER CODE NUMBER

CELLPHONE NUMBER

FACSIMILE NUMBER CODE NUMBER

E-MAIL ADDRESS

VAT REGISTRATION NUMBER

SUPPLIER COMPLIANCE TAXCOMPLIANCE SYSTEM ORSTATUS PIN: CENTRAL SUPPLIER DATABASE No: MAAA

ARE YOU THE ACCREDITED ARE YOU A FOREIGN BASED Yes NoREPRESENTATIVE IN SOUTH Yes No SUPPLIER FOR THE GOODSAFRICA FOR THE GOODS IF YES, ANSWER THE /SERVICES OFFERED?/SERVICES OFFERED? [IF YES ENCLOSE PROOF] QUESTIONNAIRE BELOW]

QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS

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.

SBD 1: PART B

TERMS AND CONDITIONS FOR BIDDING

BID SUBMISSION:

1.1. BIDS MUST BE EMAILED / 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, THE GENERAL CONDITIONS OF

CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT.

1.4. THE SUCCESSFUL BIDDER MAY BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM

(SBD7), FOR LONG TERM CONTRACTS / OR WERE DEEMED NECESSARY.

1.5. PROSPECTIVE BIDDERS MUST CONSIDER THE SPECIFICATION & ADDITIONAL SUPPORTING

DOCUMENTATION WHEN RESPONDING.

1.6. ALL INFORMATION SUBMITTED AS EVIDENCE MUST BE CONSISTENT WITH DECLARATIONS MADE

TO BE AWARDED POINTS. INCONSISTENT INFORMATION PROVIDED MAY RESULT IN 0 POINTS

AWARDED FOR THE APPLICABLE GOAL/S.

1.7. SAMSA RESERVES THE RIGHT TO DISQUALIFY BIDDERS WITH SUPPORTING DOCUMENTS THAT

ARE NOT DULY SUBMITTED IN TERMS OF THE BID CONDITIONS.

1.8. DELIVERY COSTS IN THE QUOTATION WILL NOT BE CONSIDERED SEPARATELY, BUT RATHER AS

PART OF THE TOTAL QUOTATION DURING THE EVALUATION.

TAX COMPLIANCE REQUIREMENTS

2.1 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 PIN 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.

TOTAL BID PRICE (INCLUDING VAT)

SIGNATURE OF BIDDER

DATE

CAPACITY UNDER WHICH THIS BID IS SIGNED: ...................................................

SBD 4: BIDDER’S DISCLOSURE

PURPOSE OF THE FORM

Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line with the

principles of transparency, accountability, impartiality, and ethics as enshrined in the Constitution of the

Republic of South Africa and further expressed in various pieces of legislation, it is required for the bidder

to make this declaration in respect of the details required hereunder.

Where a person/s are listed in the Register for Tender Defaulters and / or the List of Restricted Suppliers,

that person will automatically be disqualified from the bid process.

Bidder’s declaration

2.1 Is the bidder, or any of its directors / trustees / shareholders / members / partners or any person

having a controlling interest1 in the enterprise, employed by the state?

YES/NO

2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if applicable, state

employee numbers of sole proprietor/ directors / trustees / shareholders / members/ partners or any

person having a controlling interest in the enterprise, in table below.

Full Name Identity Number Name of State institution

2.2 Do you, or any person connected with the bidder, have a relationship with any person who is

employed by the procuring institution? YES/NO

2.2.1 If so, furnish particulars:

.......................................................................................................................................

.......................................................................................................................................

2.3 Does the bidder or any of its directors / trustees / shareholders / members / partners or any

person having a controlling interest in the enterprise have any interest in any other related enterprise

whether or not they are bidding for this contract? YES/NO

2.3.1 If so, furnish particulars:

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