Operation of Dial a Ride Bus Service - Ethekwini Metropolitan

Returnable Documents:

Tenders will be checked for compliance with the ELIGIBILITY requirements, as specified in Clause F.2.1. Tenderers not in compliance will be deemed non-responsive. Functionality FUNCTIONALITY will be evaluated to determine the responsiveness of tenders received. The minimum score for FUNCTIONALITY is 70 points. Those tenders not achieving the minimum score will be deemed non-responsive. The functionality Criteria, Sub-Criteria, Points per Criteria/ Sub-Criteria, Returnable Documentation and Schedules, Method of Evaluation, and Prompts for Judgement are as specified in T1.2.3: “Additional Conditions of Tender”. Part T1: Tendering Procedures Document Version : 23/10/2024 Contract No: 32620 1T Preference Point System The financial offer will be reduced to a comparative basis using the Tender Assessment Schedule. The procedure for the evaluation of responsive tenders is PRICE AND PREFERENCE, in accordance with the Employer’s current SCM Policy. Price Points The 80/20 preference points system will be applied. The Formula used to calculate the Price Points (max. 80) will be according to that specified in the Employer’s SCM Policy. Preference Points Reference is also to be made to T2.2.7: “MBD 6.1: Preference Points Claim”. The Preference Points (either 20 or 10) will be derived from points claimed for Specific Goals as indicated in the table(s) below, according to the specified Goal/ Category Weightings. Ownership Goal Goal Weighting: 50% The tendering entity’s Percentage Ownership, in terms of the Ownership Category(s) listed below, is to be used in the determination of the tenderer’s claim for Preference Points. Ownership Categories Criteria 80/20 Race:Black (w1) Equals 0% to 49% 0 Greater than 49% and 60% 4 Greater than 60% and less than 100% 7 Equals 100% 10 Maximum Goal Points: 10 Proof of claim as declared on MBD 6.1 (1 or more of the following will be used in verifying the tenderer’s status) Companies and Intellectual Property Commission registration document (CIPC) CSD report. B-BBEE Certificate of the tendering entity. Consolidated BBBEE Certificate if the tendering entity is a Consortium, Joint Venture, or Trust (Issued by verification agency accredited by the South African Accreditation System). Agreement for a Consortium, Joint Venture, or Trust. RDP Goal: The promotion of South African owned enterprises Goal Weighting:25% The tendering entity’s Address (as stated on the National Treasury Central Supplier Database (CSD) or on the eThekwini Municipality Vendor Portal) is to be used in the determination of the Tenderer’s claim for Preference Points for this Specific Goal. Part T1: Tendering Procedures Document Version : 23/10/2024 Contract No: 32620 1T Location 80/20 Not in South Africa 0 South Africa 2 Kwa Zulu Natal 3,5 eThekwini Municipality 5 Maximum Goal Points: 5 Proof of claim as declared on MBD 6.1 (1 or more of the following will be used in verifying the Tenderer’s status) RDP Goal: The promotion SMMEs owned by Black People, 51 percent black owned – Contracts > R5m Goal Weighting: 25% The tendering entity’s Commitment to Sub-Contracting (to Sub-Contractors conforming to the specified ownership demographics) the percentage works, as specified below, is to be used in the determination of the tenderer’s claim for Preference Points for this Specific Goal. Sub-Contracting Goal 80/20 Sub-contracting 0% 0 Sub-contracting > 30% and <35% 2 Sub-contracting >35% and <40% 4 Sub-contracting >40% 5 Maximum Goal Points: 5 Weightings of the sub-contracting Goal subcontracting will be: W3 = 25% Proof of claim as declared on MBD 6.1 (1 or more of the following will be used in verifying the tenderer’s status) Sub-contracting Plan (30 % work to be allocated) F.3.13 Acceptance of tender offer: In addition to the requirements of Clause F.3.13 of the Standard Conditions of Tender, tender offers will only be accepted if: (a) The Tenderer’s municipal rates and taxes are not in arears, or they have made arrangements to meet outstanding municipal fee obligations. (b) The Tenderer’s tax compliance status has been verified, or they have made arrangements to meet outstanding tax obligations. (c) If applicable, the Tenderer is registered, and “Active”, with the Construction Industry Development Board in an appropriate contractor grading designation. (d) If required to be so registered, the Tenderer is registered and is in good standing with the compensation fund or with a licensed compensation insurer, as applicable to the requirements of The Occupational Injuries and Diseases Act. (e) The Tenderer or any of its directors/ shareholders are not listed on the Register of Tender Defaulters, in terms of the Prevention and Combating of Corrupt Activities Act of 2004, as a person prohibited from doing business with the public sector. Part T1: Tendering Procedures Document Version : 23/10/2024 Contract No: 32620 1T (f) The Tenderer has not: Abused the Employer’s Supply Chain Management System; or ii) Failed to perform on any previous contract and has been given a written notice to this effect. (g) The Tenderer has completed Returnable Document T2.2.1: “Compulsory Enterprise Questionnaire” and there are no conflicts of interest which may impact on the Tenderer’s ability to perform the contract in the best interests of the Employer or potentially compromise the tender process. (h) The Employer is reasonably satisfied that the Tenderer has in terms of the Construction Regulations (2014), issued in terms of the Occupational Health and Safety Act (1993), the necessary competencies and resources to carry out the work safely. The Municipality does not bind itself to accept the lowest or any tender. It reserves the right to accept the whole or any part of a tender to place orders. Bidders shall not bind the Municipality to any minimum quantity per order. The successful Tenderer(s) shall be bound to provide any quantities stipulated in the specification. The municipality has a firm intention to proceed with the work, subject to funding being identified. Notwithstanding clause F.1.1.3 of the Standard Conditions of Tender, the municipality reserves the right to award or not award the tender based on the municipalities available budget. F.3.15 Complete adjudicator’s contract: Refer to the Conditions of Contract and the Contract Data. F.3.17 Copies of contract: The number of paper copies of the signed contract to be provided by the Employer is ONE (1). Tenderers are referred to the requirements as stated in Clause F.2.13 of the Tender Data. Part T1: Tendering Procedures Document Version : 23/10/2024 Contract No: 32620 1T T1.2.3 ADDITIONAL CONDITIONS OF TENDER T1.2.3.1 In terms of Section 49 of the eThekwini SCM Policy any person aggrieved by the decisions taken in the implementation of the SCM System may lodge within 14 days of notification, a written objection against the decision of the following: The City Manager Attention: Ms S Pillay (E-Mail: Simone.Pillay@durban.gov.za) P O Box 1394 DURBAN 4001 Please be advised that any objection to this decision will only be processed upon receipt of a non-refundable administration fee of R1814, 00 including VAT as stipulated in the municipality’s SCM Policy approved on 29/08/2024 as well as the municipal budget for the financial year 2025/26. An objection will only be considered upon receipt of proof of payment of this fee. This amount must be paid into the following bank account as a real- time payment: EThekwini Metropolitan Municipality Nedbank – 1107821118 Reference Number : Please insert contract number T1.2.3.2 Prohibition on awards to persons in the service of the state Clause 44 of the Supply Chain Management Regulations states that the Municipality or Municipal Entity may not make any award to a person: (a) Who is in the service of the State; (b) If that person is not a natural person, of which a director, manager, principal shareholder or stakeholder is a person in the service of the state; or (c) Who is an advisor or consultant contracted with the municipality or a municipal entity. Should a contract be awarded, and it is subsequently established that Clause 44 has been breached, the Employer shall have the right to terminate the contract with immediate effect. T1.2.3.3 Code of Conduct and Local Labour The Tenderers shall make themselves familiar with the requirements of the following policies that are available on web address: ftp://ftp.durban.gov.za/cesu/StdContractDocs/: Code of Conduct; The Use of CLOs and Local Labour. T1.2.3.4 Functionality Specification Functionality Evaluation The minimum number of evaluation points for Functionality is 70 The Functionality criteria and maximum score in respect of each of the criteria are as follows: Part T1: Tendering Procedures Document Version : 23/10/2024 Contract No: 32620 1T Functionality criteria Sub criteria Points Evaluation Schedule(s) Experience of Experience of similar type projects 30 T2.2.13 Tenderer Experience of Key 10 T2.2.16 Resources and Operations Manager proposed Organogram to execute work of similar nature 8 T2.2.16 Scheduler/Dispatcher 8 T2.2.16 Drivers 8 T2.2.16 Fleet Supervisor 8 T2.2.16 Administrative Officer 8 T2.2.16 Customer Liaison Officer Methodology Detailed methodology and Programme 20 T2.2.17 which shall demonstrate the Service Providers understanding of the work and the method of undertaking the scope of work. Maximum possible score for Functionality (Ms) 100 Each evaluation criteria will be assessed in terms of five indicators – no response, poor, satisfactory, good and very good. Scores of 0, 40, 70, 90 or 100 will be allocated to no response, poor, satisfactory, good and very good, respectively; The prompts for judgment and the associated scores used in the evaluation of Functionality shall be as follows: Level Score Prompt for judgement 0 0 Failed to address the question / issue 1 40 Less than acceptable – response / answer / solution lacks convincing evidence of skill / experience sought or medium risk that relevant skills will not be available. 2 70 Acceptable response / answer / solution to the particular aspect of the requirements and evidence given of skill / experience sought 3 90 Above acceptable – response / answer / solution demonstrating real understanding of requirements and evidence of ability to meet it. 4 100 Excellent – response / answer / solution gives real confidence that the tenderer will add real value. Part T1: Tendering Procedures Document Version : 23/10/2024 Contract No: 32620 1T Level pts Criterion: Tenderer’s Experience Level 0 0 No Submission or Submission of no substance / irrelevant information provided Level 1 40 To have successfully completed at least 1 to 2 projects of a similar nature within the past 15 years. Level 2 70 To have successfully completed 3 to 4 projects of a similar nature within the past 15 years. Level 3 90 To have successfully completed 5 to 6 projects of a similar nature within the past 15 years. Level 4 100 To have successfully completed 6+ projects of a similar nature within the past 15 years. Experience of Key Resources in executing work of similar nature Number of Years’ Relevant Experience on projects of a similar nature Minimum Professional Total Job Title Qualification Registration Level 0 Level 1 Level 2 Level 3 Level 4 Points Required Required 0 pts 40 pts 70 pts 90 pts 100 pts (50pts) Degree/Diploma 5+ years in Operations in Transport public/special No < 5 > 5 ≤ 12 > 12 ≤ 15 > 15 Manager Management or transport Submission related field operations 10 Matric + 5+ years in Scheduler/Disp Certificate in demand- No < 5 > 5 ≤ 12 > 12 ≤ 15 > 15 atcher Scheduling/Tran responsive Submission sport Operations scheduling 8 3+ years Code EC1 or passenger No Drivers equivalent with < 3 > 3 ≤ 12 > 12 ≤ 15 > 15 transport Submission PDP experience 8 Diploma/Certific Fleet 3+ years in No ate in Fleet < 3 > 3 ≤ 12 > 12 ≤ 15 > 15 Supervisor fleet oversight Submission Management 8 Matric + Administrative 2+ years office No Admin/Secretari < 2 > 2 ≤ 12 > 12 ≤ 15 > 15 Officer administration Submission al qualification 8 Matric + 5+ years No < 5 > 5 ≤ 12 > 12 ≤ 15 > 15 Customer Customer customer- Submission Liaison Officer Service training facing role 8 Part T1: Tendering Procedures Document Version : 23/10/2024 Contract No: 32620 1T Level Pts Criterion: Approach / Methodology 0 0 No response/ no documents submitted 1 40 The technical approach and / or methodology is poor / is unlikely to satisfy project objectives or requirements. The tenderer has misunderstood certain aspects of the scope of work and does not deal with the critical aspects of the project. The programme is poor and has missed critical aspects. 2 70 The approach is tailored to address the specific project objectives and methodology. The approach does adequately deal with the critical characteristics of the project. The project plan and manner in which risk is to be managed etc is tailored to the key aspects of the programme. The programme is adequate. 3 90 The approach is tailored to address the specific project objectives and methodology and is sufficiently flexible to accommodate changes that may occur during execution. The project plan and approach to managing risk etc is tailored to the critical characteristics of the project. The programme is good and has allowed for all critical aspects 4 100 Besides meeting the “good” rating, the important issues are approached in an innovative and efficient way, indicating that the tenderer has outstanding knowledge of state-of-the- art approaches. The programme is well though out and makes allowance for all the key risk areas. The approach paper details ways to improve the project outcomes and the quality of the outputs Part T1: Tendering Procedures Document Version : 23/10/2024 Contract No: 32620 1T PART T2: RETURNABLE DOCUMENTS T2.1 LIST OF RETURNABLE DOCUMENTS T2.1.1 General The Tender Submission Documentation must be submitted in its entirety. All forms must be properly completed and signed as required. The Tenderer is required to complete and sign each and every Schedule and Form listed below to the best of their ability as the evaluation of tenders and the eventual contract will be based on the information provided by the Tenderer. Failure of a Tenderer to complete the Schedules and Forms to the satisfaction of the Employer will inevitably prejudice the tender and may lead to rejection on the grounds that the tender is non-responsive. T2.1.2 Returnable Schedules, Forms and Certificates Entity Specific T2.2.1 Compulsory Enterprise Questionnaire .............................................................................. 22 T2.2.2 Certificate of Attendance at Clarification Meeting/ Site Inspection ................................. 23 T2.2.3 Contracts Awarded by Organs of State in the past 5 years ............................................... 24 T2.2.5 MBD 4: Declaration of Interest .......................................................................................... 25 T2.2.5 MBD 5: Declaration for Procurement Above R10 Million (if applicable) ........................... 27 T2.2.6 MBD 6.1: Preference Points Claim Form ITO the Preferential Regulations....................... 28 T2.2.7 MBD 8: Declaration of Bidder’s Past SCM Practices .......................................................... 30 T2.2.8 MBD 9: Certificate of Independent Bid Determination ..................................................... 32 T2.2.9 Joint Venture Agreements (if applicable) .......................................................................... 35 T2.2.10 Record of Addenda to Tender Documents (if applicable) ................................................. 36 T2.2.11 Declaration of Municipal Fees ........................................................................................... 37 T2.2.12 CSD Registration Report .................................................................................................... 38 Technical or Functionality Evaluation T2.2.13 Experience of Tenderer ..................................................................................................... 39 T2.2.14 Proposed Organisation and Staffing .................................................................................. 40 T2.2.15 Key Personnel .................................................................................................................... 41 T2.2.16 Experience of Key Personnel ............................................................................................. 42 T2.2.17 Approach, Methodology, and Quality Control .................................................................. 43 Returnable Documents Document Version : 23/10/2024 Contract No: 32620 1T T2.2 RETURNABLE SCHEDULES, FORMS, AND CERTIFICATES The returnable schedules, forms, and certificates, as listed in T2.1.2, can be found on pages 22 to 43. NOTE The following forms in the Contract Part of the Documentation are also required to be completed by the Tenderer: C1.1.1: Form of Offer, C1.2.2.2: Data to be Provided by Contractor, and C2.2: Bill of Quantities. Returnable Documents Document Version : 23/10/2024 Contract No: 32620 1T T2.2.1 COMPULSORY ENTERPRISE QUESTIONNAIRE Ref Description Tenderer to Complete 1.1 Name of enterprise 1.2 Name of enterprise’s representative 1.3 Email address of representative 1.4 Contact numbers of representative Tel: Cell: 1.5 National Treasury Central Supplier Database MAAA Registration number 1.6 VAT registration number, if any: 1.7 CIDB registration number, if any: 1.8 Department of Labour: Registration number 1.9 Department of Labour: Letter of Good Standing Certificate number 2.0 Particulars of sole proprietors and partners in partnerships (attach separate pages if more than 4 partners) Full Name Identity No. Personal income tax No. * 2.1 2.2 2.3 3.0 Particulars of companies and close corporations 3.1 Company registration number, if applicable: 3.2 Close corporation number, if applicable: 3.3 Tax Reference number, if any: 3.4 South African Revenue Service: Tax Compliance Status PIN: 4.0 MBD 4, MBD 6, MBD 8, and MBD9 issued by National Treasury must be completed for each tender and be included as a tender requirement. The undersigned, who warrants that he / she is duly authorised to do so on behalf of the enterprise: authorizes the Employer to verify the Tenderer’s tax clearance status from the South African Revenue Services that it is in order. ii) confirms that the neither the name of the enterprise or the name of any partner, manager, director or other person, who wholly or partly exercises or may exercise, control over the enterprise appears on the Register of Tender Defaulters established in terms of the Prevention and Combating of Corrupt Activities Act of 2004. iii) confirms that no partner, member, director or other person, who wholly or partly exercises, or may exercise, control over the enterprise appears, has within the last five years been convicted of fraud or corruption. iv) confirms that I / we are not associated, linked or involved with any other tendering entities submitting tender offers and have no other relationship with any of the Tenderers or those responsible for compiling the scope of work that could cause or be interpreted as a conflict of interest. confirms that the contents of this questionnaire are within my personal knowledge and are to the best of my belief both true and correct. NAME (Block Capitals): Date B-BBEE Minimum Level: 0