South African Maritime Safety Authority Tenders & RFQ's

11.1 The service provider shall be fully responsible for the quality and completeness of all work performed. Any work deemed unsatisfactory, incomplete, or non-compliant with the agreed scope, specifications, or professional standards shall be re-performed, corrected, or amended at the sole cost of the service provider. 11.2 Under NO circumstances shall samsa be liable for any additional costs arising from rework, including but not limited to corrections, revisions, or amendments requested by samsa management, audit functions, or governance structures (including lcc). 11.3 All such rework and required amendments shall be deemed to be included in the original quoted price, and NO additional fees or charges shall be entertained. 11.4 The bidder, its directors, shareholders, employees, subcontractors and proposed experts must declare any actual, perceived or potential conflict of interest involving: 11.4.1 Samsa; 11.4.2 Msp; 11.4.3 Suppliers under investigation; 11.4.4 Officials under investigation; 11.4.5 Related parties. 11.5 Where engineering services are to be outsourced, the bidder must provide all required information and supporting documentation relating to the proposed outsourced resource(s). Should the submitted information, qualifications, registrations, certifications, or experience not meet the minimum requirements of this bid, the bidder will be deemed not to have met the mandatory requirement, and the bid proposal will be considered non-responsive and may not be evaluated further. 11.6 Failure to disclose shall constitute grounds for disqualification or termination. 11.7 All qualifications submitted by bidders must be obtained from accredited and recognised institutions and be verifiable through saqa, the relevant quality council, recognised verification agencies, or the 20 | p a g e issuing institution. Samsa reserves the right to verify the authenticity and accreditation status of all qualifications submitted. Where a qualification was obtained outside south africa, a valid saqa certificate of evaluation must be provided to confirm recognition and equivalence on the national qualifications framework (nqf). Qualifications that cannot be verified or, in the case of foreign qualifications, are not accompanied by a saqa evaluation certificate where required, may not be considered for evaluation purposes 12 payments and invoicing 12.1 The quoted price must be all-inclusive, covering inflation, VAT, and any other miscellaneous costs required to deliver on the full scope of work as outlined in this RFQ. 12.2 The quoted amount must include all travel and associated expenses required to conduct interviews, site visits or meetings within gauteng and the western cape. 12.3 All submitted invoices must detail the work performed during the invoice period. 12.4 Payment will be effected by achieving the following milestones: milestone payment approved inception 10% report completion of fieldwork 30% draft reports 30% final approved reports 30% 12.5 The bidder is expected to complete the investigation within the agreed timeline, with all deliverables submitted as per the terms of reference. 12.6 Any travel outside gauteng and the western cape province must be agreed in writing with samsa and will be done through samsa's travel agency, in line with samsa's travel policy. Samsa reserves the right to immediately terminate the contract in cases of material breach, negligence, or persistent underperformance. Payment shall be made for the work completed to samsa’s satisfaction. 21 | p a g e part 4: pricing model 1 payment terms 1.1 The samsa undertakes to pay valid tax invoices in full within thirty (30) days from the statement date for services rendered in accordance to key milestones; and 1.2 All supporting documents for services rendered should be submitted together with the tax invoices as and when a service has been rendered. 2. Validity 2.1 A proposal shall remain valid for one hundred and twenty (120) days after the closing date of the submission for proposals. A proposal which is valid for a shorter period may be rejected by the samsa for non-responsiveness. 2.2 In exceptional circumstances, samsa may solicit the bidder’s consent to an extension of the period of the validity of the bid. The request and responses thereto shall be made in writing. A bidder that has been granted the request will neither be required nor permitted to modify the proposal. ` 3. Pricing table item quantity description bid price in RSA currency NO. ** (all applicable taxes included) quantity cost per hour total cost inclusive VAT NO description uom 1 undertaking of forensic investigation hours *180 r r 2 performing determination tests and hours *360 r r investigations as per full scope of work 3 provide a comprehensive investigation hours *80 r r report as outlined in the scope of work 4 develop an irregular, fruitless and hours *80 r r wasteful expenditure impracticality framework 5 attendance and presentation of hours *32 r r investigation reports in stakeholder meetings 6 travel and associated costs for trips 4 r r presentations to management in pretoria (where applicable) 7 outsourced engineering as required r r services and associated technical support 8 disbursements r 9 additional provisional costs r total amount - inclusive of VAT r 22 | p a g e important pricing and scope notes 1. Capped hours and prior approval the total approved hours constitute the maximum allowable hours for this assignment, including hours allocated to secondary/supporting staff and key project team members. NO additional hours may be incurred or invoiced without the prior written approval of samsa. Any work undertaken without such approval shall be at the service provider's own cost and will not be paid for by samsa. Any request for additional hours must be submitted in writing and be supported by detailed evidence of the work performed, including but not limited to timesheets, attendance registers, activity reports, meeting records, progress reports, and any other documentation deemed relevant by samsa. Samsa reserves the right to assess and determine the reasonableness, necessity, and validity of the hours claimed in relation to the work performed, deliverables achieved, and project requirements. Approval of additional hours shall be at samsa's sole discretion. Hours that cannot be substantiated, are deemed excessive, inefficient, duplicated, or not directly attributable to the scope of work will not be approved or paid. The submission of inaccurate, misleading, inflated, or unsupported claims for hours worked may constitute a material breach of contract and may result in the rejection of the claim, withholding of payment, contract termination, and/or any other remedies available to samsa. 2. Capped awarded amount the total approved quoted amount constitutes the maximum allowable amount for this assignment, including work charged for secondary / supporting staff to key team project members. The quoted price must be all-inclusive, covering inflation, VAT, and any other miscellaneous costs required to deliver on the full scope of work as outlined in this RFQ. the quoted amount must include all travel and associated expenses required to conduct interviews, site visits or meetings. All submitted invoices must detail the work performed during the invoice period. The bidder is expected to complete the investigation within the agreed timeline, with all deliverables submitted as per the terms of reference. The bidder must account for costs to mobilise resources within the western cape and any other location required for purposes of the assignment. Any travels outside western cape province must be agreed in writing with samsa, and will be done through samsa travel agency, in line with samsa's travel policy. 3. Detailed timesheets and invoicing all invoices must be supported by detailed timesheets indicating the date, description of work performed, time spent, and the team/staff members involved. Samsa reserves the right to reject invoices not adequately supported. 4. Deliverable-linked payments payment will be made only upon submission and acceptance of agreed written deliverables, including final reports as approved by samsa. Samsa may withhold payment for incomplete or unsatisfactory work. 5. Disbursements and scope control the bidder must account for all disbursements, incidental expenses, and any other costs required to deliver the full scope of work. NO additional costs will be accepted or reimbursed unless approved in writing by samsa prior to being incurred. Samsa reserves the right to verify the reasonableness and validity of any costs claimed. 6. Provisions to deliver the full scope of work the service provider shall make provision in its quotation for all costs required to deliver the full scope of work, including any ancillary, outsourced, or specialist services. All such costs must be fully inclusive in the quoted price, as NO additional claims will be accepted by samsa. 23 | p a g e the extent of work required is detailed in the scope of work. The estimated hours provided in the pricing table are for evaluation purposes only and do not necessarily reflect the actual time required to complete the assignment. Bidders are therefore required to consider the full scope of work, together with any additional information and detailed analysis provided during the compulsory briefing session, when preparing their quotations. 7. Pricing table and contents bidders may submit their pricing on the prescribed pricing schedule contained in the sbd or by means of a separate quotation on the bidder's official company letterhead. Where a separate quotation is submitted, IT must contain all the information, pricing components, quantities, hours, rates, and other details required in the prescribed pricing schedule to enable a like-for-like comparison and evaluation. Bidders may include additional line items, costs, or pricing components not expressly listed in the prescribed pricing schedule where these are necessary to provide a complete and comprehensive price for the full scope of the bid. Such additional items must be clearly identified and priced separately. The inclusion of additional items does not remove the requirement for bidders to account for the full scope of work and provide all information required in the prescribed pricing schedule. Where a bidder fails to provide sufficient pricing information for the full scope of work, the bid may be regarded as incomplete and non- responsive. In the event of any discrepancy or inconsistency between the pricing reflected in the prescribed pricing schedule and that contained in any separate quotation or supporting pricing document, the price contained in the prescribed pricing schedule shall prevail, unless otherwise determined by samsa. Bidders shall be deemed to have included all costs, disbursements, overheads, and other expenses necessary for the successful delivery of the full scope of work. NO claims for additional costs arising from omissions in the bidder's pricing submission will be accepted after bid closing. 24 | p a g e part 5. Evaluation criteria 1.1 Legislative and regulatory framework 1.1.1 The evaluation of bids received will be conducted with accordance with the prescripts of the preferential procurement policy framework act 2000 (act NO.), its regulations of 2022 and the evaluation criteria as stipulated in the specification/terms of reference and special conditions of contract. 1.2 Phase 1: administrative requirements (pre-evaluation) 1.2.1 Phase one evaluation will include the following: (i) verify all declarations (sbd 4 – declaration of interest); (ii) determine whether any government official participated in the bidding process; (iii) verify whether all applicable forms have been signed; (iv) submission of the tax certificate and the copy of the csd; (v) all bids will be evaluated in terms of functionality and preference point system which comprises of the following: note: failure to comply with the requirements assessed in level 1 (governance), may lead to disqualification of bids. 1.3. Phase 2 – mandatory requirement all bid responses that do not meet all the mandatory requirements shall be disqualified and shall not be considered for further evaluation on the other technical requirements. The mandatory technical requirements are as follows. Mandatory requirement comply not comply the bidder (firm/company) must be registered with one of the following: • independent regulatory board for auditors (irba); • south african institute of chartered accountants (saica); • association of certified fraud examiners (acfe) • institute of commercial forensic practitioners (icfp) nb: important to note bidders must submit a valid and current letter or certificate from the professional body/bodies confirming such valid membership, non- submission of the requested will lead to disqualification. The director(s) or owner(s) of the company must have at least two (02) of the below requirements: 25 | p a g e • certified fraud examiners (cfe) or valid membership of the association of certified fraud examiners (acfe); • registered auditor (ra) and valid membership with independent regulatory board for auditors (irba); and • ca(sa) and valid membership with the institute of south africa chartered accountants (saica) • institute of commercial forensic practitioners (icfp) bidders must submit a letter or certificate from the professional body/bodies confirming such membership/certificate. Nb: important to note • the required membership/certificate is applicable to both director(s) or owner(s) of the company. • Non-submission of the requested will lead to disqualification • samsa reserves the right to verify the membership during evaluation. Availability of qualified engineer/naval architecture the bidder must demonstrate access to a suitably qualified and competent engineer for the duration of the project. Where the bidder intends to outsource these services, the bidder must submit a signed and dated letter on the company’s official letterhead confirming its intention to outsource the engineering services. Qualification requirement qualified marine engineer/naval architecture with a valid membership from the south african institute of marine engineers and naval architects (saimena);