Panel of service providers for DENEL dynamics: in-country shipment, import, and export services (60-Month contract)

1.1 The purpose of this bid is to appoint suitably qualified and experienced service providers for the

provision of shipment services to DENEL SOC Ltd for a period of thirty-six (36) months “on an as and

when required basis”.

2. SCOPE OF THE SERVICE REQUIRED

2.1 DENEL Dynamics invites proposals from suitable and reputable suppliers for the provision of courier services,

both national and international.

2.2 It is therefore required that your organisation provide us with the details related to the provision of efficient

shipment services. These must include the following:

a. Required packaging for items to be shipped.

b. Overnight and same day service.

c. International services

d. Express service for both domestic and international services.

e. Weekend (Saturday/Sunday) service

f. Public holiday service

g. After hours service

h. Required insurance cover for items being shipped.

i. Delivery to all major centers and occasionally to the remote areas.

j. Air and freight services.

k. Reliable tracking systems to track and trace the parcels when required.

l. Direct contact person be available to assist with DENEL Account.

m. Provide prepackaging material when requested.

2.3 In addition to the above, the bidders must provide information as specified below:

2.3.1 Any additional surcharges must be clearly stipulated, such as costs levied for special deliveries.

2.3.2 Information must be provided in terms of response time for collection of articles after a call had been logged.

2.3.3 The proponent is also required to furnish details relating to an efficient tracking system in order to allow DENEL

to establish particulars associated with the delivery or non- delivery of documents and parcels.

2.3.4 It is required that the courier company will provide related stationery and packaging such as preprinted

waybills, stickers, A3 and A4 pouches, etc.

Denel Dynamics, a division of Denel SOC Ltd

RFP Reference: 10372-01023

REQUEST FOR PROPOSALS

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2.3.5 Company must have a cost effective and competitive insurance facility to provide cover for insured documents

and parcels and furnish details in this regard.

3. REQUIREMENTS TO BE INCLUDED IN THE PROPOSALS

To guarantee an objective and fair evaluation process, all proposals submitted must be in the following format,

as well as per the stipulations of paragraphs 3.1 to 3.3.

3.1 COMPANY ORGANISATION

3.1.1 Description of your organization, its primary business activity, clients and experience

(Company/organization profile).

3.3 REFERENCES

3.3.1 It is important that three contactable references be provided, in particular of agreements with other

organizations/companies to render the service in question.

3.3.2 Pricing should be separately itemized in terms of the categories referred to in Paragraph 3, please quote on

the below only.

a. Packaging as required for items to be couriered.

b. Overnight and same day service for domestic couriers

c. International service

d. Express service for both domestic and international couriers

e. Weekend (Saturday/Sunday) service

f. Public holiday service

g. After hours service

h. Required insurance cover for items being couriered.

i. Delivery to all major centers and occasionally to remote areas.

j. Air and freight services

3.3.2 Failure to provide all or any part of the requested information in the required format may result in a proposal

being excluded from the evaluation process.

4. BID EVALUATION STAGES

4.1 The bid proposals will be evaluated on the following four (4) stages;

Stage 1: Administrative Requirements

Stage 2: Mandatory requirements

Stage 3: Technical compliant/not compliant requirement.

Stage 4: Price and Specific Goals

5. ADMINISTRATIVE BID REQUIREMENTS

5.1 The following documents must be submitted together with the bid proposal;

5.1.1. SARS Tax Pin

5.1.2. Completed and signed SCM compliance documents

Denel Dynamics, a division of Denel SOC Ltd

RFP Reference: 10372-01023

REQUEST FOR PROPOSALS

__________________________________________________

5.1.3 A certified copy of the B-BBEE certificate (or an original affidavit signed by a Commissioner of Oaths regarding

the B-BBEE status)

5.1.4 Certified ID Copies of all directors

6. IMPORTANT NOTICES:

6.1. Service offered shall be reviewed based on completeness and compliance of the quotation with the minimum

specifications described above and any other annexes providing details of Denel SOC Ltd requirements.

6.2 . The quotations that comply with all of the specifications and requirements as well as all other evaluation

criteria indicated, shall be selected. Any offer that does not meet the requirements shall be rejected.

6.3 Any discrepancy between the unit price and the total price (obtained by multiplying the unit price and

quantity) shall be re-computed by Denel SOC Ltd. The unit price shall prevail and the total price shall be

corrected. If the supplier does not accept the final price based on Denel SOC Ltd ’s re-computation and correction

of errors, its quotation will be rejected.

6.4. At any time during the validity of the quotation, no price variation due to escalation, inflation fluctuation

in exchange rates, or any other market factors shall be accepted by Denel after it has received the quotation.

6.5 Any Purchase Order that will be issued as a result of this RFQ shall be subject to the General Terms and

Conditions attached hereto. The mere act of submission of a quotation implies that the vendor accepts without

question the General Terms and Conditions of Denel.

6.6 Denel SOC Ltd is not bound to accept any quotation, nor award a contract/Purchase Order, nor. be

responsible for any costs associated with a Supplier’s preparation and submission of a quotation, regardless of the

outcome or the manner of conducting the selection process.

6.7 Denel SOC Ltd encourages every prospective vendor to avoid and prevent conflicts of interest, by

disclosing if you, or any of your affiliates or personnel, were involved in the preparation of the requirements,

design, specifications, cost estimates, and other information used in this RFQ.

6.8 TABLE 1: SPECIFICATION OF SERVICES REQUIRED – IN-COUNTRY

Item No. Description Compliant Non-

Compliant

1 Supply of quotation as per required lay-out

2 Collection of shipment at source in a suitable vehicle

(e.g. dangerous goods if applicable)

3 Arrangement of courier service if not in-house service

Denel Dynamics, a division of Denel SOC Ltd

RFP Reference: 10372-01023

REQUEST FOR PROPOSALS

__________________________________________________

4 Arrangement of security escort services if required for

shipment

5 Completion of all relevant documentation for the service

delivery

6 Provision of special handling equipment for transport of

goods, e.g. crane/other rigging equipment for large loads

7 Provision of proof of delivery of goods

6.9 TABLE 2: SPECIFICATION OF SERVICES REQUIRED – IMPORTS AND EXPORTS

Item No. Description Compliant Non-

compliant

1 Supply of quotation as per required lay-out

2 Completion/compilation of all related import or export

documentation (see lists below)

3 Managing of customs and border formalities

4 Clearance of shipments

5 Delivery of shipment from port of entry to Denel

premises (imports)

6 Delivery at destination airport or harbour (exports)

7 Air or sea shipment bookings

8 SARS formalities, e.g. provisional payments (pp) and pp

cancellations

List of relevant documents for imports/exports:

• AWB/Bill of Lading

• ATA Carnet

• NOC

• Commercial invoice

• Permits

• Packing list

• Insurance certificate

Denel Dynamics, a division of Denel SOC Ltd

RFP Reference: 10372-01023

REQUEST FOR PROPOSALS

__________________________________________________

6.10 TABLE 3: STANDARD ITEMS TO LIST ON QUOTATION

Delivery Date

Item No. Description/Specification of Goods Unit Price

1 Agent fee per Bill of Lading/AWB

2 Handling charges

3 Origin charges

4 Collection and delivery per consignment/kg/ton

5 Fuel Surcharge

6 EDI

7 Miscellaneous / Airline charges

8 Customs VAT and Duties

9 Documentation

10 Agency fee

11 Communication

12 Storage costs

13 Insurance cost for transportation

14. Cost of crane services (to be used where

applicable

15. Provision of warehouse in (cost per square

meter) to be used as required.

6.11 TABLE 4: SUBMISSION OF MANDATORY REQUIREMENTS

Item No. Description Compliant Non-

compliant

Registered with DCAC

Valid registration certificate

Ability to ship dangerous goods

Experience in shipment of military equipment

Comply with regulatory requirements and SARS

Supplier must include all costs including tax and duties

associated with the shipment in the quotation. Provisional

Payments to be included and calculated on the standard

formula

Standard VAT 15% on local charges in the quote

Explosives certificate level 1.0

SAPS approved vehicle for transport of explosives/dangerous

goods

Denel Dynamics, a division of Denel SOC Ltd

RFP Reference: 10372-01023

REQUEST FOR PROPOSALS

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The bidder meets the requirements Yes No

Failure to meet the above mandatory requirements will disqualify your bid proposal for further

evaluation on price and specific goals.

Criteria Points

Price 80

Specific Goals 20

Total 100

CONTACTABLE ENQUIRIES

The following persons should be contacted;

o For any general bidding enquiries contact Patrick Tsotetsi, email [email protected]

Denel Dynamics, a division of Denel SOC Ltd

RFP Reference: 10372-01023

REQUEST FOR PROPOSALS

__________________________________________________

ANNEXURE A: SUPPLIER DETAILS

The following particulars must be furnished and where required supplier must provide supporting

documentations. Failure to do so may result in supplier RFP being disqualified.

COMPANY NAME:

POSTAL ADDRESS:

STREET ADDRESS:

CONTACT PERSON (FULL NAME):

E-MAIL ADDRESS:

TELEPHONE NUMBER:

FAX NUMBER:

WEBSITE / COMPANY PROFILE: Supplier must submit website address

Compulsory – submitted with this RFP

and if no website company profile detailing core business.

TAX CLEARANCE STATUS: Supplier must submit tax reference number

and SARS good standing tax pin for verification. Supplier must be tax Compulsory – submitted with this RFP

compliant when submitting RFP proposal.

B-BBEE STATUS: Supplier to submit Affidavit or B-BBEE certificate that

Compulsory – submitted with this RFP

is still valid.

REGISTERED WITH THE NATIONAL TREASURY CENTRAL SUPPLIER

DATABASE (CSD). Supplier to submit detailed CSD report that includes Compulsory – submitted with this RFP

verified banking details.

SUPPLIER SALES CONDITIONS Compulsory – submitted with this RFP

HOW LONG IN BUSINESS:

HOW MANY EMPLOYEES:

FULL NAME OF AUTHORISED REPRESENTATIVE:

CAPACITY IN WHICH AUTHORISED REPRESENTATIVE SIGNS:

SIGNATURE OF AUTHORISED REPRESENTATIVE:

DATE OF SIGNATURE

Does supplier have a valid National Conventional Arms Control

YES NO

(NCAC) permit in place?

Denel Dynamics, a division of Denel SOC Ltd

RFP Reference: 10372-01023

REQUEST FOR PROPOSALS

__________________________________________________

ANNEXURE B: SUPPLIER REFERENCES

Supplier to provide references (maximum 3) for same or similar work already executed.

Failure to do so may result in your RFP being disqualified.

NAME OF SUPPLIER (1):

CONTACT PERSON (FULL NAME):

STREET ADDRESS:

EMAIL ADDRESS:

TELEPHONE / CELL NUMBER:

NAME OF SUPPLIER (2):

CONTACT PERSON (FULL NAME):

STREET ADDRESS:

EMAIL ADDRESS:

TELEPHONE / CELL NUMBER:

NAME OF SUPPLIER (3):

CONTACT PERSON (FULL NAME):

STREET ADDRESS:

EMAIL ADDRESS:

TELEPHONE / CELL NUMBER:

Denel Dynamics, a division of Denel SOC Ltd

RFP Reference: 10372-01023

REQUEST FOR PROPOSALS

__________________________________________________

ANNEXURE C: COMPULSARY AND SUPPLIER SUPPORTING DOCUMENTS

Supplier to submit compulsory documents and list all other supporting documents submitted with this RFP

for evaluation.

COMPULSORY DOCUMENTS TO BE SUBMITTED BY SUPPLIER

Should all of these documents not be included, the RFP may be disqualified on the basis of

non-compliance.

1 B-BBEE Affidavit or Certificate that has not expired.

SARS Tax document listing supplier’s [1] tax reference number and valid [2] Good

Standing pin for online verification.

3 Central Supplier Data (CSD) summary report that must show verified banking details.

4 Supplier website or company profile clearly stating core business.

SUPPLIER SUPPORTING INFORMATION / DOCUMENTS

5 Suppliers Conditions of Sale if in place

6 References from 3 companies - (Preferably recent)

7 Banking confirmation Letter – Not older than 3 months

Denel Dynamics, a division of Denel SOC Ltd

RFP Reference: 10372-01023

REQUEST FOR PROPOSALS

__________________________________________________

ANNEXURE D: SUPPLIER DECLARATION

1. Does the enterprise/duly authorized representative, and/or any of its employees, management, partners,

members, directors, shareholders, trustees and/or beneficiaries have any relationship (family, friend,

business or financial interest) with a person(s) in the employ of Denel SOC Ltd and/or in the employ of

any entity acting on behalf of Denel SOC Ltd, who may directly or indirectly be involved in or may be in a

position to influence the awarding of any future contracts or tender(s)/bid(s)?

☐ Yes ☐ No

If ‘Yes’, state the full particulars of the person(s) with whom the relationship exists, the nature of the relationship

and the current position/status of such employee(s) of Denel SOC Ltd and/or the entity acting on behalf of Denel

SOC Ltd herein. (If insufficient space, please attach signed supporting documentation on a company letterhead.)

2. Can the above relationship potentially give the enterprise or its representative(s) access to information

emanating from Denel SOC Ltd business units(s) who may be the custodian of any future contracts or

bids?

☐ Yes ☐ No

Company Name:

Company Address:

I, THE UNDERSIGNED (FULL NAME)

CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM IS COMPLETE, TRUE AND CORRECT.

_____________________________________________ ________________

Managing Director or duly authorized representative Date

Denel Dynamics, a division of Denel SOC Ltd

RFP Reference: 10372-01023

REQUEST FOR PROPOSALS

__________________________________________________

ANNEXURE E: RFP IMPORTANT INFORMATION

E1: STATUS OF REQUEST FOR INFORMATION

This RFP is an invitation for person(s) to submit information for the provision of the services as set out in this RFP.

Accordingly, this RFP must not be construed, interpreted, or relied upon, whether expressly or implicitly, as an offer

capable of acceptance by any person(s), or as creating any form of contractual, promissory, or other rights. No binding

contract or other understanding for the supply of products/services will exist between Denel Dynamics and any

Supplier unless and until Denel Dynamics has executed a formal written contract with the successful Supplier.

E2: ACCURACY OF THE RFP

Whilst all due care has been taken in connection with the preparation of this RFP, Denel makes no representations or

warranties that the content in this RFP or any information communicated to or provided to Suppliers during the RFP

Process is, or will be, accurate, current or complete. Denel Dynamics, and its officers, employees and advisors will

not be liable with respect to any information communicated which is not accurate, current or complete.

If a Supplier finds or reasonably believes it has found any discrepancy, ambiguity, error or inconsistency in this RFP or

any other information provided by Denel Dynamics (other than minor clerical matters), the Supplier must promptly

notify Denel Dynamics in writing of such discrepancy, ambiguity, error or inconsistency in order to afford Denel

Dynamics an opportunity to consider what corrective action is necessary (if any).

Any actual discrepancy, ambiguity, error or inconsistency in this RFP or any other information provided by Denel

Dynamics will, if possible, be corrected and provided to all Suppliers without attribution to the Supplier who provided

the written notice.

E3: ADDITIONS AND AMENDMENTS TO THE RFP

Denel Dynamics reserves the right to change any information in, or to issue any addendum to this RFP before the

Closing Date and Time. Denel Dynamics and its officers, employees and advisors will not be liable in connection with

either the exercise of, or failure to exercise this right.

If Denel Dynamics exercises its right to change information, it may seek amended RFP from all Suppliers.

E4: CONFIDENTIALITY

All persons (including all Suppliers) obtaining or receiving this and any other information about this RFP must keep the

contents of the RFP and other such information confidential, and not disclose or use the information except as

required for the purpose of developing feedback in response to this RFP.

E5: UNAUTHORISED COMMUNICATIONS

Communication (including promotional or advertising activities) with staff of Denel Dynamics or their staff assisting

with the RFP Process is not permitted during the RFP Process. Nothing in this Clause 11 is intended to prevent

communications with staff of, or advisors to, Denel Dynamics to the extent that such communication is not related to

this RFP Process.

Suppliers must not otherwise engage in any activities that may be perceived as, or that may have the effect of,

influencing the outcomes of the RFP in any way.

Denel Dynamics, a division of Denel SOC Ltd

RFP Reference: 10372-01023

REQUEST FOR PROPOSALS

__________________________________________________

E6: IMPROPER ASSISTANCE, FRAUD AND CORRUPTION

Suppliers may not seek or obtain the assistance of employees of Denel Dynamics in the preparation of their RFP

responses.

Denel Dynamics may in its absolute discretion, immediately disqualify a Supplier that it believes has sought or

obtained such improper assistance.

Suppliers are to be familiar with the implications of contravening the Prevention and Combating of Corrupt Activities

Act, 2004 and any other relevant legislation.

Any improper communication, canvassing, or engagement with any Denel Dynamics people/person/representative will

result in immediate disqualification from the RFP process.

E7: COMPLAINTS ABOUT THE RFP PROCESS

Any complaint about the RFP or the Information Gathering Process must be submitted to the Tender Office via the

RFP Response email address, by email only, immediately upon the cause of the complaint arising or becoming known

to the Supplier.

• The written complaint must set out:

• the basis for the complaint, specifying the issues involved;

• how the subject of the complaint affects the organisation or person making the complaint;

• any relevant background information; and

• the outcome desired by the person or organisation making the complaint.

If the matter relates to the conduct of an employee of Denel Dynamics, the complaint should be addressed in writing

marked for the attention of the Chief Executive Officer of Denel Dynamics, and delivered to the physical address of

Denel Dynamics, as notified.

E8: CONFLICT OF INTEREST

A Supplier must ensure that its officers, employees, agents and advisors do not place themselves in a position that

may give rise to actual, potential or perceived conflict of interest between the interests of Denel Dynamics and the

Supplier’s interests during the RFP Process.

The Supplier is required to provide details of any interests, relationships or clients which may or do give rise to a

conflict of interest in relation to the supply of the products/services under any contract that may result from this RFP.

• Supplier to complete annexure D Supplier Declaration.

If the Supplier submits its RFP and a subsequent conflict of interest arises, or is likely to arise, which was not

disclosed in the RFP, the Supplier must notify Denel Dynamics immediately in writing of that conflict.

Denel Dynamics may immediately disqualify a Supplier from the RFP Process if the Supplier fails to notify Denel

Dynamics of the conflict of interest as required.

E9: LATE SUBMISSION OF INFORMATION

Information must be delivered by the Closing Date and Time. The Closing date and time may be extended by Denel

Dynamics in its absolute discretion by providing written notice to Suppliers.

Information delivered after the Closing date and Time or lodged at a location or in a manner that is contrary to that

specified in this RFP will be disqualified from the Information Gathering Process and will be ineligible for

consideration. No Late submissions will be accepted.

The determination by Denel Dynamics as to the actual date and time that the information is submitted is final.

Denel Dynamics, a division of Denel SOC Ltd

RFP Reference: 10372-01023

REQUEST FOR PROPOSALS

__________________________________________________

E10: SUPPLIER’S RESPONSIBILITIES

Suppliers are responsible for:

• examining this RFP and any documents referenced or attached to this RFP and any other information made

or to be made available by Denel Dynamics to Suppliers in connection with this RFP;

• fully informing themselves in relation to all matters arising from this RFP, including all matters regarding Denel

Dynamics requirements for the provision of the Services;

• ensuring that their Submitted information are accurate and complete;

• making their own enquiries and assessing all risks regarding this RFP, and fully considering and incorporating

the impact of any known and unknown risks into their submitted information;

• submitting all Compulsory Documents.

E11: ILLEGIBLE CONTENT, ALTERATION AND ERASURES

Denel Dynamics may disregard any content in a RFP response that is illegible and will be under no obligation

whatsoever to seek clarification from the Supplier.

Denel Dynamics may permit a Supplier to correct an unintentional error in its RFP response where that error becomes

known or apparent after the closing time, but in no event, will any correction be permitted if Denel Dynamics

reasonably considers that correction would materially alter the substance of the RFP response or affect the fairness of

the RFP process.

E12: OBLIGATION TO NOTIFY ERRORS

If, after a Supplier’s Response has been submitted, the Supplier becomes aware of an error in its Response (including

an error in pricing, but excluding clerical errors which would have no bearing on the evaluation of the RFP), the

Supplier must promptly notify Denel of such error before closing date and time of the RFP.

E13: RESPONSIBILITY FOR RFP COSTS

The Suppliers participation or involvement in any stage of the RFP Process is at the Suppliers sole risk, cost and

expense. Denel Dynamics will not be held responsible for, or pay for, any expense or loss that may be incurred by

Suppliers in relation to the preparation or lodgement of their RFP information.

Denel Dynamics is not liable to the Supplier for any costs on the basis of any contractual, promissory or restitution

grounds whatsoever as a consequence of any matter relating to the Supplier’s participation in the RFP Process,

including without limitation, instances where:

• the Supplier is not engaged to perform under any contract; or

• Denel Dynamics exercises any right under this RFP or at law.

E14: DISCLOSURE OF RFP CONTENTS AND RFP INFORMATION

All the RFP information received by Denel Dynamics will be treated as confidential. Denel Dynamics will not disclose

contents of any RFP and any RFP information, except:

• as required by law;

• for the purpose of investigations by other government authorities having relevant jurisdiction;

• to external consultants and advisors of Denel Dynamics engaged to assist with the RFP Process; or for the

general information of Suppliers required to be disclosed as per National Treasury Regulations, Guidelines,

Instruction Notes or Practice Notes.

Denel Dynamics, a division of Denel SOC Ltd

RFP Reference: 10372-01023

REQUEST FOR PROPOSALS

__________________________________________________

E15: USE OF RFP INFORMATION

Upon submission in accordance with the requirements relating to the submission of RFPs, all RFP information

submitted become the property of Denel. Suppliers will retain all ownership rights in any intellectual property contained

in the RFP information.

Each Supplier, by submission of their RFP information, is deemed to have licensed Denel to reproduce the whole, or

any portion, of their RFP information for the sole purposes of enabling Denel to evaluate the RFP feedback.

E16: RFP INFORMATION ACCEPTANCE

All RFP information received must remain open for acceptance for a minimum period of 30 (thirty) days from the

Closing Time. This period may be extended by written mutual agreement between Denel Dynamics and the Supplier.

E17: CLARIFICATION OF RFP INFORMATION

Denel Dynamics may seek clarification from and enter into discussions with any or all of the Suppliers in relation to

their RFP information.

Denel Dynamics may use the information obtained when clarification is sought or discussions are held in interpreting

the RFP information and evaluating the cost and risk of accepting the RFP information.

Failure to supply clarification to the satisfaction of Denel Dynamics may render the RFP information liable to

disqualification.

Denel Dynamics is under no obligation to seek clarification of anything in a RFP information and reserves the right to

disregard any clarification that Denel Dynamics considers to be unsolicited or otherwise impermissible or irrelevant in

accordance with the rules set out in this RFP.

E18: DISCUSSION WITH SUPPLIERS

Denel Dynamics is under no obligation to discuss the outcome of the RFP process with any of the Suppliers.

Denel Dynamics, a division of Denel SOC Ltd

RFP Reference: 10372-01023

No specific requirements found

B-BBEE Minimum Level: 1