Preventative, corrective and emergency maintenance plus minor new works — electrical, civil, building and plumbing, ladysmith and surrounding areas (24 months)

Employer's agent

• Name: Oscar Mhlanga
• Role: Senior Procurement Officer
• Email: [email protected]
• Address:

202 Anton Lembede Street

Durban

Compulsory clarification meeting venue

02 Diamana Road

Ladysmith

Submission

• Portal: https://esupplierportal.transnet.net/portal/
• Advertised tenders: https://transnetetenders.azurewebsites.net

Fraud and corruption reporting

• Tip-offs Anonymous: 0800 003 056
• Email: [email protected]

Submission channel

• Electronic submission only, through the Transnet Digital Procurement System (TDPS) e-Tender Submission Portal: https://esupplierportal.transnet.net/portal/
• Tenders are advertised on the National Treasury eTender portal, the CIDB website and https://transnetetenders.azurewebsites.net (Google Chrome required for the Transnet link).
• Each bidder must register its own profile and log its own intent to bid; a bid submitted through another company's profile is disqualified. Joint venture members may submit through any member's profile.
• Upload limit: 30 MB per upload; multiple uploads are permitted. Submit at least a day before closing to allow for connectivity or file-size problems.
• Pricing must be captured electronically in the e-Supplier portal; no paper pricing schedule will be accepted.
• Bids must be in English. Telephonic, telegraphic, facsimile and emailed offers are not accepted, and alternative offers are not considered.
• Late submissions are not accepted. Documents relating to any other tender must not be included.
• Tender validity: 12 weeks from the closing date; bidders may be asked to extend on the same terms and conditions.

Mandatory returnable documents

• Valid CIDB certificate at grading 7GB or higher.
• Project manager's BSc Engineering qualification (Electrical, Civil or Mechanical).
• Trade test certificates for the plumbing artisan, the electrician artisan and the refrigeration or airconditioning artisan.
• Proof of registration as an electrical contractor with the Department of Labour (may be subcontracted).
• Valid COID-A letter of good standing from the Department of Employment and Labour.
• Certificate of attendance at the compulsory clarification meeting, signed by Transnet's representative.

Essential returnable documents

• Valid SARS tax clearance certificate plus a TCS PIN for verification.
• Valid SANAS-accredited B-BBEE certificate, or a sworn affidavit confirming annual turnover and black ownership for EMEs and QSEs that are 51% or more black-owned.
• Proof of registration on the Central Supplier Database.
• Letter of good standing with the Workmen's Compensation Fund, or separate letters for each member of a newly constituted joint venture.

Other returnable schedules

• T2.2-14 Authority to submit tender; T2.2-15 Record of addenda; T2.2-16 Schedule of proposed sub-contractors; T2.2-17 Workmen's Compensation letters of good standing; T2.2-18 RFP clarification request form.
• T2.2-19 Non-Disclosure Agreement; T2.2-20 RFP Declaration Form; T2.2-21 Breach of Law declaration; T2.2-22 Certificate of Acquaintance with Tender Document; T2.2-23 Service Provider Integrity Pact; T2.2-24 Supplier Code of Conduct.
• T2.2-25 Two years' audited financial statements; T2.2-26 Compulsory Enterprise Questionnaire; T2.2-27 Specific Goals Points Claim Form.
• Functionality schedules: T2.2-9 Management and CVs of key persons; T2.2-10 Quality Plan; T2.2-11 Company previous experience; T2.2-12 Method statement for general building maintenance works; T2.2-13 Health and Safety Plan.

Disqualification risks

• Any mandatory or essential returnable document missing, incomplete or unsigned.
• Failure to meet any gatekeeper requirement, including CIDB grading and key personnel qualifications.
• Not attending the compulsory clarification meeting or not appearing on the attendance register.
• Submitting through another company's portal profile.
• Late submission.

Evaluation stages

1. Eligibility — attendance at the compulsory clarification meeting by an authorised representative of the bidder, or of a joint venture member intending to bid.
2. CIDB eligibility — registration at 7GB or higher, or capability of registration before evaluation.
3. Technical pre-qualification — key personnel qualifications and statutory registrations.
4. Functionality — minimum qualifying score of 80 points.
5. Price and preference — 80/20 preference point system.

Functionality

• Minimum qualifying score: 80 points. Bids below the threshold are disqualified and removed from further consideration.
• Scored independently by at least three evaluators and averaged.
• Criteria: Management and CVs of key persons (T2.2-9); Quality Plan (T2.2-10); Company previous experience (T2.2-11); Method statement for general building maintenance works (T2.2-12); Health and Safety Plan for general building and civil maintenance works (T2.2-13).
• Management and CVs: the project manager, licensed electrician, plumbing artisan and refrigeration or airconditioning artisan are each scored 0 to 5 points on post-trade-test experience, from no CV or no experience (0) to more than 8 years (5).
• Quality Plan: 0 for none; 2 for 1 to 3 key elements; 4 for 4; 6 for 5; 8 for all six; 10 for ISO 9001 accreditation.
• Company previous experience: 0 for no evidence; 5 for at least 3 similar projects; 10 for 5; 15 for 8; 20 for more than 8. Evidence must be on client letterhead as an award or reference letter, or a contract showing client contact details, project title and description of works.
• Method statement: 0 if absent or unrelated to general building works; 8 for 1 to 2 key elements; 15 for 3 to 4; 23 for 5 to 6; 30 for all 7 key elements.

Price and preference

• 80/20 preference point system applies where the financial value of responsive tenders is R50 million or less, inclusive of all applicable taxes.
• Preference points are awarded only to bidders who complete the preference schedule and are found eligible for the claim; no B-BBEE verification means zero preference points.
• Transnet may audit the B-BBEE scorecard at any stage from closing until the contract is completed.

Award

• Award goes to the highest scoring bidder unless objective criteria justify another bidder; Transnet may conduct a due diligence and risk analysis and is not obliged to accept the lowest price.

Scope

• Preventative, corrective and emergency maintenance plus minor new works, on an as-and-when-required basis.
• Disciplines: electrical lights and power; civil; general building; plumbing.
• Area: Ladysmith and surrounding areas, for Transnet Property.
• Contract period: 24 months.

Key personnel

• Project manager holding a BSc Engineering degree in Electrical, Civil or Mechanical engineering.
• Licensed electrician with a trade test certificate.
• Plumbing artisan with a trade test certificate.
• Refrigeration or airconditioning artisan with a trade test certificate.
• Registration as an electrical contractor with the Department of Labour (may be subcontracted).

Method statement for general building maintenance works — must cover 7 key elements

• Health and safety, including PPE.
• Maintenance approach.
• Quality control.
• Quality assurance.
• Applicable standards and regulations.
• Compliance with maintenance schedules.
• Compliance with key performance indicators.

Quality plan — key elements

• Quality policy; quality manual; organisational structure and responsibility; internal process; continuous improvement; document control.

Health and safety

• A Health and Safety Plan for general building and civil maintenance works must be submitted.

Site conduct

• PPE, breathalyser testing, prohibition of firearms and identity verification apply at Transnet premises.

Pricing

• Pricing must be completed electronically in the e-Supplier portal against the Price List (C2.2); no paper pricing schedule will be accepted.
• Tender rates may not be changed after the closing date.

Financial documents

• Two years' audited financial statements must be submitted with the bid (T2.2-25).
• Transnet may request audited financial statements or other documentation for a due diligence exercise.

Preference threshold

• The 80/20 preference point system applies where the financial value of responsive tenders is R50 million or less, inclusive of all applicable taxes.

Commercial risk

• Transnet may go to the open market if quoted rates are considered unreasonable, and may run a risk analysis on unduly high or unduly low tendered rates.
• Preparatory costs are not reimbursed, whether or not the bid succeeds.
• Forms of Securities (C1.3) form part of the contract documents.

Statutory and registration requirements

• Central Supplier Database registration; the supplier number and unique registration reference number must be given to Transnet.
• Valid SARS tax clearance certificate plus a TCS PIN for verification.
• CIDB registration at grading 7GB or higher, or capability of registration before evaluation.
• Valid COID-A letter of good standing from the Department of Employment and Labour.
• Letter of good standing with the Workmen's Compensation Fund.
• Legal capacity to contract; not insolvent, in receivership, under business rescue, bankrupt or subject to winding-up proceedings.

B-bbee

• Valid B-BBEE certificate from a SANAS-accredited verification agency, or a sworn affidavit confirming annual turnover and level of black ownership for EMEs and QSEs that are 51% or more black-owned.
• No B-BBEE verification means zero preference points.

Exclusion

• Bidders, or their directors or shareholders, listed on the Register of Tender Defaulters or on Transnet's list of restricted tenderers are not accepted.
• Bidders convicted of a serious breach of law in the past 5 years, including Competition Act breaches, may be excluded; this must be declared in the Breach of Law returnable.
• The Compulsory Enterprise Questionnaire must be fully completed and no conflicts of interest may exist.

Joint ventures

• Every member must be registered with the CIDB.
• The lead partner's grading may be no more than one level below the required grading and must hold the required recognition status.
• The combined grading must meet or exceed the required 7GB grading.
• A certified copy of the signed joint venture agreement is required; an incorporated joint venture must provide its Memorandum of Incorporation within 4 weeks of the contract date.

Declarations to be signed

• Non-Disclosure Agreement, RFP Declaration Form, Breach of Law declaration, Certificate of Acquaintance with Tender Document, Service Provider Integrity Pact, Supplier Code of Conduct, Compulsory Enterprise Questionnaire and Specific Goals Points Claim Form.