Supply and delivery of sulfur hexafluoride (sf6) gas – 36-Month as-required contract

There will be no clarification meeting.

General/contractual queries: Nyaniso Mlilo, Tel: 031-311-9422, email: [email protected].

Technical queries: Edward Ranyane, Tel: 031-322-1232, email: [email protected].

ESP queries: Lindo Dlamini, Tel: 031-322-7133 / 031-322-7153, email: [email protected].

ESP technical queries: Kgopotso Maja, Tel: 031-322-3808, email: [email protected].

Returnable documents (all must be completed, signed and submitted):

• Authority of Signatory: authorises the named signatory to bind the bidder; attach a board resolution (company) or power of attorney (joint venture).
• Tax Compliance Status PIN or original Tax Clearance Certificate: valid at closing; separate PIN/certificate for each joint venture party.
• Declaration of Municipal Fees: confirms municipal fees are paid or an acknowledgement of debt is in place; attach proof of accounts/agreements.
• Declaration with respect to the Occupational Health and Safety Act: confirms competence and resources to comply with the Act; a Health and Safety Plan may be required on request.
• MBD 4 (Declaration of Interest): discloses any connection to persons in the service of the state.
• MBD 5 (Declaration for Procurement Above R10 Million): required for tenders above R10 million.
• MBD 6.1 (Preference Points Claim): claims B-BBEE preference points.
• MBD 8 (Declaration of Bidder's Past SCM Practices): discloses past supply chain management conduct.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusive bidding.
• Annexure A and B: Technical Requirements Schedule.

Submission method:

• Submit a sealed hard copy, addressed to the City Manager and marked with the tender number, into the Tender Box in the ground floor foyer of the Municipal Buildings, 166 KE Masinga Road (Old Fort Rd), Durban.
• Also submit an identical electronic copy via the eThekwini Municipality JDE System (ESP Module) at https://rfq.durban.gov.za/jde/E1Menu.maf.
• The hard copy is the ruling version; the tender is only valid if the hard copy is received. If the electronic copy is not identical, the tender is invalid.
• Facsimile, email or posted tenders will not be accepted.
• Late tenders will not be accepted.

Disqualification risks:

• Any returnable form omitted or unsigned.
• Tender not made on official documentation.
• Material deviations or qualifications from the conditions or specification.
• Pricing structure deviating from the Official Tender Form.
• Failure to provide a valid tax compliance status PIN or certificate at closing.
• Tender from a person in the service of the state.

Additional returnable schedules: Annexure A and B: Technical Requirements Schedule (found in Section 10).

Evaluation is on price and preference (80/20 system).

• Price points: maximum 80, calculated per PPPFA Regulation 4.1.
• Preference points: maximum 20, based on B-BBEE status level: Level 1=20, Level 2=18, Level 3=14, Level 4=12, Level 5=8, Level 6=6, Level 7=4, Level 8=2, Non-Compliant=0.
• Only bidders who comply with contractual and technical specifications, and who have attained any minimum functionality score (if stated in the SCT), will have price and preference points calculated.
• The municipality does not bind itself to accept the lowest or any tender; it may accept more than one tender for part or whole of the contract.
• Bidders must not bind the municipality to a minimum quantity per order.

Supply and delivery of Sulfur hexafluoride (SF6) gas on an as-required basis over a 36-month period.

Delivery and off-loading point: HV Substations Branch, Building 9, 11 Electron Road (off Umgeni Road), Springfield, Durban.

Bidders must state the names of manufacturers of the goods offered.

Bidders who are not manufacturers, accredited distributors, or agents must provide a valid agreement or joint venture agreement with the manufacturer, accredited distributor, or agent, covering the contract period.

Bidders may be required to state where samples of the full range of products can be inspected or to submit samples for inspection prior to closing.

Bidders must state the period within which delivery will be made after receipt of an official order.

Bidders must state whether the whole of the work will be executed by them in their own workshop/factory; if not, they must state which parts will be subcontracted and provide names and addresses of subcontractors.

Bidders must state the names of manufacturers of the goods offered.

Bidders who are not manufacturers, accredited distributors, or agents must provide a valid agreement or joint venture agreement with the manufacturer, accredited distributor, or agent.

Bidders may be required to state where samples of the full range of products can be inspected or to submit samples for inspection prior to closing.

The names of manufacturers of the goods offered must be stated.

Bidders who are not manufacturers, accredited distributors, or agents must provide a valid agreement or joint venture agreement with the manufacturer, accredited distributor, or agent, covering the contract period.

Delivery risk remains with the supplier until goods are duly delivered.

Bidders must state the delivery period after receipt of an official order.

Pricing must be on the Official Tender Form; deviation from the pricing structure precludes the bid.

Prices quoted in South African Rand, after deduction of any brokerage or discount.

Prices exclusive and inclusive of VAT must be stated separately.

One price per item, holding for the full contract period, subject to variation only as specified.

Firm prices may be submitted for each 12-month period, free from all fluctuations including statutory increases.

Estimated quantities are set out in Section 8 (Bill of Quantities / Schedule of Rates/Activities); the supplier is bound to supply whatever quantities the municipality actually requires.

Unit price must include delivery to the specified delivery point.

Prices must be quoted in South African Rand, after deduction of any brokerage or discount.

Prices exclusive and inclusive of VAT must be stated separately on the Official Tender Form.

Bidders shall quote only one price per item, which holds for the full contract period, subject to variation only as specified.

Bidders may submit firm prices for each 12-month period, free from all fluctuations including statutory increases.

Estimated quantities are set out in Section 8 (Bill of Quantities / Schedule of Rates/Activities); the supplier is bound to supply whatever quantities the municipality actually requires, which may exceed or be less than estimated.

Payment will be made only to the supplier; factoring arrangements will not be accepted.

The Head: Supply Chain Management may require evidence of financial standing to meet contract obligations.

CSD registration: mandatory at closing; applies individually to each joint venture party. Provide CSD number (starting with MAAA) on the information table.

Tax compliance: valid Tax Compliance Status PIN or original Tax Clearance Certificate at closing; separate for each joint venture party.

Declaration of Municipal Fees: must be submitted; failure makes the tender non-responsive.

Declaration with respect to the Occupational Health and Safety Act: must be completed and signed.

MBD 4 (Declaration of Interest): discloses any connection to persons in the service of the state; no tender will be considered from persons in the service of the state.

MBD 5 (Declaration for Procurement Above R10 Million): required for tenders above R10 million.

MBD 6.1 (Preference Points Claim): claims B-BBEE preference points.

MBD 8 (Declaration of Bidder's Past SCM Practices): discloses past supply chain management conduct.

MBD 9 (Certificate of Independent Bid Determination): certifies no collusive bidding.

Authority of Signatory: must be completed and signed; attach board resolution or power of attorney.

Annexure A and B: Technical Requirements Schedule must be completed.

Joint ventures: must include an acceptable Joint Venture Agreement and a B-BBEE certificate pertaining to the joint venture.

Bidders must not be in the service of the state.

Bidders must complete and sign the Declaration with respect to the Occupational Health and Safety Act, confirming competence and resources to comply with the Act and the employer's health and safety specifications.

If the tender is accepted, a suitable and documented Health and Safety Plan must be provided on request, subject to approval.

Adequate provision must be made in tendered rates to cover health and safety measures; failure to comply may result in penalties.

Failure to complete the declaration may lead to rejection of the tender.

Contract form: The successful tenderer will be required to fill in and sign a written Contract Form (MBD 7).

Tender validity: Tenders must remain valid for 120 days after opening, plus a further 12 months unless the bidder advises otherwise in writing.

Payment: Payment conditions as per the Conditions of Contract; payment only to the supplier; factoring not accepted.

Termination: The municipality may terminate a contract if municipal fees fall into arrears, and may set off any payments due against such arrears.

Appeals: Written objections within 14 days to the City Manager, attention Ms S Pillay, P O Box 1394, Durban 4000, email [email protected], subject to a non-refundable administration fee of R6131.00 including VAT, payable to eThekwini Municipality, FNB account 631 6574 6331, reference 36698 (5E).

Cancellation: The municipality may cancel the tender at any time before award, without liability for damages.

Negotiations: The municipality may negotiate final terms with preferred bidders under MFMA Regulation 24, without allowing a second or unfair opportunity, to the detriment of other bidders, or leading to a higher price.

Bribery and communication: No communication with councillors or officials on matters affecting the contract between closing and award notification; contravention may lead to disqualification.

Change of ownership: If a change in ownership or major policy is known or likely during the contract period, its scope and effect must be defined in a covering letter.

Capability: Tenderers without the capability to undertake the contract or with prior breach of contract will not be considered.

Tender validity: Tenders must remain valid for 120 days after opening, plus a further 12 months unless otherwise advised in writing.

Delivery and off-loading point: HV Substations Branch, Building 9, 11 Electron Road (off Umgeni Road), Springfield, Durban.

Complaints and objections: Written objections within 14 days to the City Manager, attention Ms S Pillay, P O Box 1394, Durban 4000, email [email protected], subject to a non-refundable administration fee of R6131.00 including VAT, payable to eThekwini Municipality, FNB account 631 6574 6331, reference 36698 (5E).

Tenderers must be registered on the National Treasury Central Supplier Database (CSD) as a service provider; for a Joint Venture, this applies to each party. Tenderers not registered at closing time will not be eligible. CSD registration can be done at https://secure.csd.gov.za.

The 80/20 preference points system applies. Price points (max 80) calculated per PPPFA Regulation 4.1. Preference points (max 20) for B-BBEE status level: Level 1=20, Level 2=18, Level 3=14, Level 4=12, Level 5=8, Level 6=6, Level 7=4, Level 8=2, Non-Compliant=0.