Eastern Cape Warehouse Facility Services - Electoral Commission

Returnable Documents:

The logistics function at the Electoral Commission (IEC) involves the complete process around the planning, managing and controlling of the flow of goods and services from the point of origin to the end destination. The logistics process comprises the integration of several aspects of supply chain management such as procuring of goods and services, materials handling, warehousing, reporting and information sharing, transportation, packaging and inventory control. The primary duty of an effective logistics system is to ensure geographical repositioning of goods and it culminates in the correct electoral materials being at the required place at the correct time, at the lowest feasible cost. Warehousing and storage facilities, therefore, form an integral part of the electoral supply chain management process. A typical provincial warehouse receives material from suppliers and/or from the national warehouse for storage, picking and packing, material handling and onward distribution to local offices and voting stations to support electoral events. After an election event, some materials are rolled back from voting stations and local offices for safe-keeping or for disposal. In order to discharge this responsibility, the Electoral Commission maintains a network of nine (9) provincial warehouses and one (1) national warehouse. The Eastern Cape provincial warehouse which is currently located in Buffalo City is thus one of ten (10) warehouse requirements. Since the lease agreement for that warehouse is reaching maturity the Electoral Commission needs to embark on a competitive (tender) procurement process to establish/maintain its warehouse footprint at a provincial level. The Electoral Commission is desirous to lease warehouse space located in the Eastern Cape Province and therefore invites interested service providers to bid for this requirement. Only ready-built warehouses or existing structures that can be easily adapted to the required specifications will be considered. Proposals in respect of green-field projects, i.e. still to be built on open land are not suitable and will not be considered. 2. BID REQUIREMENTS 2.1 Bidders are required to submit a company profile that describes the nature of the organisation and its normal business activities with detail pertaining to its track record and experience relating to the leasing and/or development of commercial/warehouse property. 2.2 Bidders must submit written proposals which sufficiently address the warehouse requirements as indicated in the detailed bid specifications stipulated herein (Section 4) and must include a floor plan of the proposed site. CONTENTS OF THIS PAGE NOTED: ........................................................ SERVICE PROVIDERS INITIALS / SIGNATURE Important: Failure to complete/sign/initial this page in original ink will invalidate your tender!! Failure to sign/initial any alterations or corrections may also invalidate your tender!! The use of any correction fluid, tape or similar products may invalidate your tender submission!! of 59 2.3 In addition to the above, bidders are required to submit information as called for in the schedules pertaining to Section 3.9 (lease agreement) and Section 5 (rental and cost) of the bid specifications. 2.4 This information will be used in the bid evaluation and bid adjudication processes and the Electoral Commission will not request additional information for evaluation purposes in the event of the bidder’s failure to include essential material. Bid responses will be evaluated as submitted. Bidders should, therefore, ensure that they scrutinize the bid evaluation criteria in order to ensure that their bid responses are adequate and detailed enough to comply with the bid evaluation criteria. 2.5 The Electoral Commission does, however, reserve the right to clarify and verify the information provided. If information is found to be factually incorrect, misrepresented or is not provided, the bidder’s proposal will be disqualified. The Bid Evaluation Committee may, therefore, request clarification on certain aspects should it be deemed necessary but will not add information that was originally omitted. 2.6 Where consortiums or joint ventures submit a response or where subcontractors are included in the response, full details must be provided of all the partners/participants and the letters of agreement of all the partners should be included with the bid submission. The approved service provider(s) shall be obliged to inform the Electoral Commission about all changes in nominated partners/participants during the course of the contract and the Electoral Commission reserves the right to cancel the contract should the Electoral Commission consider any of the changes as operationally or materially significant. Note: Where specific written submissions are called for in this bid, they must be provided. All such submissions will be used in the evaluation and adjudication of the bid. Failure to submit the correct written documentation and/or evidence may therefore lead to disqualification of a bid submission. 3. GENERAL SPECIFICATIONS Bidders must meet the minimum specifications as set out herein. 3.1 Objectives The Electoral Commission does not, at this stage, invest in permanent warehouses and, therefore, requires the leasing of suitable warehouse facilities. The Electoral Commission desires to lease a warehouse which can meet its operational requirements. Activities performed at the provincial warehouses include receiving of electoral materials, keeping stock of electoral materials, picking and packing of electoral materials for distribution to provincial warehouses, shipping of electoral materials, storage of materials and assets that are earmarked for disposal, and others. It is essential for the Electoral Commission that suitable warehousing be provided. The Electoral Commission requires a facility that is a standalone unit and not a shared or multiple unit space. 3.1.1 Based on the Electoral Commission’s needs determination and space planning assessment to ensure operational functionality at a provincial level, the required warehouse Gross Lettable (Rentable) Area CONTENTS OF THIS PAGE NOTED: ........................................................ SERVICE PROVIDERS INITIALS / SIGNATURE Important: Failure to complete/sign/initial this page in original ink will invalidate your tender!! Failure to sign/initial any alterations or corrections may also invalidate your tender!! The use of any correction fluid, tape or similar products may invalidate your tender submission!!

No specific requirements found B-BBEE Minimum Level: 0