RFQ: supply driver accommodation in gqeberha for 12 months (as-needed basis)

A period of twelve (12) months as and when required

Stage 1A – Mandatory Requirements

If you do not submit the following mandatory documents/requirements, your bid will be automatically

disqualified.

Only bidders who comply with stage 1A will be evaluated further.

No. Description of requirement Tick

a) Quotation on company letterhead

Proof of specified radius (5-10KM) from address below (municipal letter &

b) detailed Google map) Ring Road, Adt House, Greenacres, Port Elizabeth

Proof of ownership - Official Registration Documents: The most direct proof is

c) an official government-issued certificate (e.g., a CIPC disclosure or CK

certificate)

Request For Quotation SCM_2024

Stage 1B –Other Mandatory Requirements

If you do not submit the following mandatory documents/requirements, PRASA may request the bidder

to submit the information within three (3) working days. Should this information not be provided, your bid

proposal will be disqualified.

Only bidders who comply with stage 1B will be evaluated further.

No. Description of requirement Tick

a) Supply of valid SARS Pin

Completion of ALL RFP documentation (includes ALL

b) declarations)

c) CSD supplier registration number

d) Certified ID Copies of Directors

2.1 Stage 2- Price and Specific Goals

The following formula, shall be used to allocate scores to the interested bidders :

The maximum points for this tender are allocated as follows:

Details points

Price 80

Specific goals 20

Total points for price 100

And specific goals

Formulae for procurement of goods and services

Points awarded for price

The 80/20 preference point systems

A maximum of 80 points is allocated for price on the following basis:

Request For Quotation SCM_2024

PS = 80 (1 − Pt−Pmin)

Pmin

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

Points awarded for specific goals

3.1. In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement

Regulations, preference points must be awarded for specific goals stated in the tender.

For the purposes of this tender the tenderer will be allocated points based on the goals

stated in table 1 below as may be supported by proof/ documentation stated in the

conditions of this tender:

Table 1: Specific goals for the tender and points claimed are indicated per the table below.

Note to tenderers: The tenderer must indicate how they claim points for each preference

point system.)

Number of points Number of points Evidence

allocated claimed (80/20

The specific goals allocated (80/20 system) system)

points in terms of this tender (To be completed (To be completed

by the organ of by the tenderer)

state)

At least B-BBEE Level 1 or 2 10 BEE Certificate not limited to

SANAS approved/ Affidavit (in

case of JV, a consolidated

scorecard will be accepted)

At least 51% owned by black 10 Certified copies of ID

Women Documents of the Owners (not

older than 3 months) and CIPC

registration document

Request For Quotation SCM_2024

Section 4

Pricing and delivery schedule

Bidders are required to complete the attached Pricing Schedule Annexure: ................

1 Prices must be quoted in South African Rand, inclusive of all applicable taxes.

2 Price offer is firm and clearly indicate the basis thereof.

3 Pricing Bill of Quantity is completed in line with schedule if applicable (delete if not applicable).

4 Cost breakdown must be indicated.

5 Price escalation basis and formula must be indicated.

6 To facilitate like-for like comparison bidders must submit pricing strictly in accordance with this price

schedule and not utilise a different format. Deviation from this pricing schedule could result in a bid

being declared non-responsive.

7 Please note that should you have offered a discounted price(s), PRASA will only consider such

price discount(s) in the final evaluation stage on an unconditional basis.

8 Bidders are to note that if price offered by the highest scoring bidder is not market related, PRASA

may not award the contract to the Bidder. PRASA may:

9 Negotiate a market-related price with the Bidder scoring the highest points;

10 If that Bidder does not agree to a market-related price, negotiate a market-related price with the Bidder

scoring the second highest points;

11 If the Bidder scoring the second highest points does not agree to a market-related price, negotiate

a market-related price with the Bidder scoring the third highest points;

12 If a market-related price is not agreed with the Bidder scoring the third highest points, PRASA must

cancel the RFQ.

I / We _____________________________________________ (Insert Name of Bidding Entity) of

__________________________________________________ code ______________ (Full address)

conducting business under the style or title of: ____________________ represented by:

______________________________________________________________ in my capacity as:

_________________________________ being duly authorized, hereby offer to undertake and complete

the above-mentioned work/services at the prices quoted in the bills of quantities / schedule of quantities

or, where these do not form part of the contract, at a lumpsum, of

R_____________________________________________ (amount in numbers);

___________________________________________________ (amount in words) Incl. VAT.

DELIVERY PERIOD: Suppliers are requested to offer their earliest delivery period possible.

Delivery will be effected within ............. working days from date of order. (To be completed by Service

provider

Request For Quotation SCM_2024

Section 5

PRASA general conditions of purchase

General

PRASA and the Supplier enter into an order/contract on these conditions to supply the items (goods/services/works)

as described in the order/contract.

Conditions

These conditions form the basis of the contract between PRASA and the Supplier. Notwithstanding anything to the

contrary in any document issued or sent by the Supplier, these conditions apply except as expressly agreed in

writing by PRASA.

No servant or agent of PRASA has authority to vary these conditions orally. These general conditions of purchase

are subject to such further special conditions as may be prescribed in writing by PRASA in the order/contract.

Price and payment

The price or rates for the items stated in the order/contract may include an amount for price adjustment, which is

calculated in accordance with the formula stated in the order/contract.

The Supplier may be paid in one currency other than South African Rand. Only one exchange rate is used to

convert from this currency to South African Rand. Payment to the Supplier in this currency other than South African

Rand, does not exceed the amounts stated in the order/contract. PRASA pays for the item within 30 days of receipt

of the Suppliers correct tax invoice.

Delivery and documents

The Supplier’s obligation is to deliver the items on or before the date stated in the order/contract. Late deliveries

or late completion of the items may be subject to a penalty if this is imposed in the order/contract. No payment is

made if the Supplier does not provide the item as stated in order/contract.

Where items are to be delivered the Supplier:

Clearly marks the outside of each consignment or package with the Supplier’s name and full details of the

destination in accordance with the order and includes a packing note stating the contents thereof; On dispatch of

each consignment, sends to PRASA at the address for delivery of the items, an advice note specifying the means

of transport, weight, number of volume as appropriate and the point and date of dispatch; Sends to PRASA a

detailed priced invoice as soon as is reasonably practical after dispatch of the items, and states on all

communications in respect of the order the order number and code number (if any).

Containers / packing material

Unless otherwise stated in the order/contract, no payment is made for containers or packing materials or return to

the Supplier.

Title and risk

Without prejudice to rights of rejection under these conditions, title to and risk in the items passes to PRASA when

accepted by PRASA.

Request For Quotation SCM_2024

Rejection

If the Supplier fails to comply with his obligations under the order/contract, PRASA may reject any part of the items

by giving written notice to the Supplier specifying the reason for rejection and whether and within what period

replacement of items or re-work are required.

In the case of items delivered, PRASA may return the rejected items to the Supplier at the Supplier’s risk and

expense. Any money paid to the Supplier in respect of the items not replaced within the time required, together

with the costs of returning rejected items to the Supplier and obtaining replacement items from a third party, are

paid by the Supplier to PRASA.

In the case of service, the Supplier corrects non-conformances as indicated by PRASA.

Pt−Pmin

Ps= 80(1− )

Pmin

Where

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmin = Price of lowest acceptable tender

3.3. Formulae for disposal or leasing of state assets and income

Generating procurement

3.3.1. Points awarded for price

A maximum of 80 points is allocated for price on the following basis:

Pt−Pmax

Ps= 80(1+ )

Pmax

Where

Request For Quotation SCM_2024

Ps = Points scored for price of tender under consideration

Pt = Price of tender under consideration

Pmax = Price of highest acceptable tender

4. Points awarded for specific goals

4.1. In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement Regulations,

preference points must be awarded for specific goals stated in the tender. For the purposes of

this tender the tenderer will be allocated points based on the goals stated in table 1 below as may

be supported by proof/ documentation stated in the conditions of this tender:

4.2. In cases where organs of state intend to use Regulation 3(2) of the Regulations, which states

that, if it is unclear whether the 80/20 or 90/10 preference point system applies, an organ of state

must, in the tender documents, stipulate in the case of—

(a) an invitation for tender for income-generating contracts, that either the 80/20 or 90/10

preference point system will apply and that the highest acceptable tender will be used to

determine the applicable preference point system; or

(b) any other invitation for tender, that either the 80/20 or 90/10 preference point system will

apply and that the lowest acceptable tender will be used to determine the applicable

preference point system,

then the organ of state must indicate the points allocated for specific goals for both the 90/10 and

80/20 preference point system.

Table 1: Specific goals for the tender and points claimed are indicated per the table below.

(Note to organs of state: Where either the 90/10 or 80/20 preference point system is applicable,

corresponding points must also be indicated as such.

Note to tenderers: The tenderer must indicate how they claim points for each preference point

system.)

Number of points Number of points Evidence

claimed (80/20 The specific goals allocated allocated system)

points in terms of this (80/20 system)

tender (To be completed

(To be completed by by the tenderer)

the organ of state)

At least B-BBEE Level 1 or 2 10 BEE Certificate not limited

to SANAS approved/

Affidavit (in case of JV, a

consolidated scorecard will

be accepted)

At least 51% owned by black 10 Certified copies of ID

Women Documents of the Owners

(not older than 3 months)

and CIPC registration

document

Request For Quotation SCM_2024

Declaration with regard to company/firm

4.3. Name of company/firm...............................................................................

4.4. Company registration number: .....................................................................

4.5. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that

the points claimed, based on the specific goals as advised in the tender, qualifies the company/

firm for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as indicated

in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in

paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary proof to the

satisfaction of the organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the

conditions of contract have not been fulfilled, the organ of state may, in addition to any other

remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a result of

that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered as a result

of having to make less favourable arrangements due to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and directors,

or only the shareholders and directors who acted on a fraudulent basis, be

restricted from obtaining business from any organ of state for a period not

exceeding 10 years, after the audi alteram partem (hear the other side) rule

has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

Request For Quotation SCM_2024

Section 11

Specification/scope of workspecification

See attached ANNEXURE A – Please note that this document will also be used when PRASA comes for site visit as part of evaluation.

Boq/pricing schedule

See attached ANNEXURE B

Without prejudice to any other rights of PRASA under these conditions, the Supplier warrants that the items are in

accordance with PRASA’s requirements, and fit for the purpose for which they are intended, and will remain free

from defects for a period of one year (unless another period is stated in the Order) from acceptance of the items by

PRASA.

The Supplier indemnifies PRASA against all actions, suits, claims, demands, costs, charges and expenses arising

in connection therewith arising from the negligence, infringement of intellectual or legal rights or breach of statutory

duty of the Supplier, his subcontractors, agents or servants, or from the Supplier’s defective design, materials or

workmanship.

The Supplier indemnifies PRASA against claims, proceedings, compensation and costs payable arising out of

infringement by the Supplier of the rights of others, except an infringement which arose out of the use by the

Supplier of things provided by PRASA.

Assignment and sub-contracting

The successful Bidder awarded the contract may only enter into a subcontracting arrangement with PRASA’s

prior approval. The contract will be concluded between the successful Bidder and PRASA, therefore, the

successful Bidder and not the sub-contractor will be held liable for performance in terms of its contractual

obligations.

Governing law

The order/contract is governed by the law of the Republic of South Africa and the parties hereby submit to the non-

exclusive jurisdiction of the South African courts.

Special Conditions: Funding Contingency

1. Paragraph 8.4 of the PFMA SCM Instruction No. /22 states that the Accounting Authority may not

invite price quotations or bids if no or sufficient provision is made in the budget of the institution.

2. PRASA has, in terms of section 79 of the PFMA, obtained approval from National Treasury, for a departure

from paragraph 8.4 of the PFMA SCM Instruction No. /22.

Request For Quotation SCM_2024

3. PRASA is currently in the process of making provision and allocation of budget for the services required in

this RFQ, which provision and/or budget allocation has not yet been completed at the time of the issuance

of this RFQ.

4. PRASA will, however, ensure that provision and/or budget allocation is made prior to the award of business

in this RFQ.

5. Accordingly, any award pursuant to this RFQ is strictly subject to PRASA, inter alia:

5.1. securing the necessary funding allocation; and

5.2. confirming that sufficient budget exists to meet the intended award.

6. PRASA undertakes to keep bidders reasonably informed of the progress and status of the funding

allocation and budgeting process.

7. By submitting a bid, bidders expressly acknowledge and agree that PRASA reserves the right to cancel

this RFQ at any stage prior to award, in the event that PRASA is unsuccessful in making sufficient provision

and/or budget allocation for the required services.

8. PRASA shall not be liable for:

8.1. any claim, loss, or damages of whatsoever nature arising from or in connection with a failure to source

funding; or

8.2. the non-award of tender due to a failure to source funding; and

8.3. bidders waive any right to institute proceedings against PRASA in respect of the circumstances

contemplated above.

SIGNED at ____________________________ on this _____ day of ___________________20___

Signature of Witness

1 _____________________________

Name _________________________

Signature of Witness

2 _____________________________

Name _________________________

Signature of Bidder’s Authorised Representative: ______________________

Name: _______________________________________________________

Designation: __________________________________________________

Request For Quotation SCM_2024

Section 6 sbd4

Bidder’s disclosure

1. Purpose of the form

Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line

with the principles of transparency, accountability, impartiality, and ethics as enshrined in the

Constitution of the Republic of South Africa and further expressed in various pieces of legislation,

it is required for the bidder to make this declaration in respect of the details required hereunder.

Where a person/s are listed in the Register for Tender Defaulters and / or the List of Restricted

Suppliers, that person will automatically be disqualified from the bid process.

2. Bidder’s declaration

2.1 Is the bidder, or any of its directors / trustees / shareholders / members / partners or any person

having a controlling interest1 in the enterprise,

employed by the state? YES/NO

2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if applicable, state

employee numbers of sole proprietor/ directors / trustees / shareholders / members/ partners or

any person having a controlling interest in the enterprise, in table below.

Full Name Identity Number Name of State

institution

2.2 Do you, or any person connected with the bidder, have a relationship with any person who is

employed by the procuring institution? YES/NO

2.2.1 If so, furnish particulars:

................................................................................................

................................................................................................

2.3 Does the bidder or any of its directors / trustees / shareholders / members / partners or any person

having a controlling interest in the enterprise have any interest in any other related enterprise

whether or not they are bidding for this contract? YES/NO

2.3.1 If so, furnish particulars:

........................................................................................

........................................................................................

3 Bidder’s declaration regarding PEPs/PIPs

1 the power, by one person or a group of persons holding the majority of the equity of an enterprise,

alternatively, the person/s having the deciding vote or power to influence or to direct the course and decisions

of the enterprise.

Request For Quotation SCM_2024

PRASA requires bidders to disclose if they have Politically Exposed Persons (“PEP”)2 or Prominent

Influential Persons (“PIP”)3 and related individuals in their organization and/or beneficial owners /

shareholders who are PEP/PIP.

PRASA reserves the right not to enter into a business relationship with such person, official or entity,

provided there are objective factors that justify the conclusion of such business relationship, and the

decision is based on achieving the best interest of PRASA.4

3.1 Is the bidder a PEP/PIP? YES/NO

3.2 Does the bidder have an existing relationship with a PEP/PIP? YES/NO

3.3 Where a relationship with a PEP/PIP exists, the bidder is required to furnish particulars of the nature

of the exposure, term of the office and description of activities relating to exposure, in table below.

Name of PEP/PIP & Nature Term of the office Description of activities relating to

of the Exposure/Influence Exposure/Influence

3.4 Declaration:

I/We the undersigned ____________________________________________________ (Name) hereby

certify that the PEP/PIP information furnished in this bid document is true and correct. We further certify

that we understand that where it is found that we have made a false declaration or statement in this bid,

PRASA may disqualify our bid or terminate a contract we may have with PRASA where we are successful

in this tender.

___________________________ _________________________________

Signature Date

____________________________ __________________________________

Position Name of bidder

2 Both foreign and domestic politically exposed person as specified in Schedule 3A and 3B of the Financial

Intelligence Centre Act No. as amended. (refer to Annexure 2 of the PRASA Code of Conduct for

dealing with Politically Exposed Persons, Prominent Influential Persons and Related Parties).

3 As reflected in Schedule 3C of the Financial Intelligence Centre Act No. (refer to Annexure 2.1.2

of the PRASA Code of Conduct for dealing with Politically Exposed Persons, Prominent Influential Persons and

Related Parties).

4 Clause 4.5 of the PRASA Code of Conduct for dealing with Politically Exposed Persons, Prominent Influential

Persons and Related Parties.

Request For Quotation SCM_2024

in connection therewith arising from the negligence, infringement of intellectual or legal rights or breach of statutory

duty of the Supplier, his subcontractors, agents or servants, or from the Supplier’s defective design, materials or

workmanship.

4.3. Name of company/firm...............................................................................

4.4. Company registration number: .....................................................................

4.5. Type of company/ firm

 Partnership/Joint Venture / Consortium

 One-person business/sole propriety

 Close corporation

 Public Company

 Personal Liability Company

 (Pty) Limited

 Non-Profit Company

 State Owned Company

[Tick applicable box]

4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that

the points claimed, based on the specific goals as advised in the tender, qualifies the company/

firm for the preference(s) shown and I acknowledge that:

i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General Conditions as indicated

in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as shown in

paragraphs 1.4 and 4.2, the contractor may be required to furnish documentary proof to the

satisfaction of the organ of state that the claims are correct;

iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the

conditions of contract have not been fulfilled, the organ of state may, in addition to any other

remedy it may have –

(a) disqualify the person from the tendering process;

(b) recover costs, losses or damages it has incurred or suffered as a result of

that person’s conduct;

(c) cancel the contract and claim any damages which it has suffered as a result

of having to make less favourable arrangements due to such cancellation;

(d) recommend that the tenderer or contractor, its shareholders and directors,

or only the shareholders and directors who acted on a fraudulent basis, be

restricted from obtaining business from any organ of state for a period not

exceeding 10 years, after the audi alteram partem (hear the other side) rule

has been applied; and

(e) forward the matter for criminal prosecution, if deemed necessary.

..............................................

Signature(s) of tenderer(s)

Surname and name: ................................................................

Date: ...............................................................

Address: ...............................................................

...............................................................

Request For Quotation SCM_2024

Section 11

being requested to do so, PRASA reserves the right to award the business to the next highest ranked

bidder provided that he/she/it is still prepared to provide the required goods at the quoted price.

acceptance or rejection by PRASA’s Legal Counsel, prior to consideration for an award of business.

10 national treasury’s central supplier database

Bidders are required to self-register on National Treasury’s Central Supplier Database (CSD) which has

been established to centrally administer supplier information for all organs of state and facilitate the

verification of certain key supplier information. PRASA is required to ensure that price quotations are

invited and accepted from prospective bidders listed on the CSD. Business may not be awarded to a

Request For Quotation SCM_2024

bidder who has failed to register on the CSD. Only foreign suppliers with no local registered entity need

not register on the CSD. The CSD can be accessed at https://secure.csd.gov.za/.

of the Exposure/Influence Exposure/Influence

3.4 Declaration:

I/We the undersigned ____________________________________________________ (Name) hereby

certify that the PEP/PIP information furnished in this bid document is true and correct. We further certify

that we understand that where it is found that we have made a false declaration or statement in this bid,

terms of section 59 of the Competition Act No and or may be reported to the National

Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting

business with the public sector for a period not exceeding ten (10) years in terms of the Prevention

and Combating of Corrupt Activities Act No or any other applicable legislation.

I CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 1, 2, 3 and 4 ABOVE IS

Bidders are required to complete the attached Pricing Schedule Annexure: ................

3 Pricing Bill of Quantity is completed in line with schedule if applicable (delete if not applicable).

schedule and not utilise a different format. Deviation from this pricing schedule could result in a bid

being declared non-responsive.

7 Please note that should you have offered a discounted price(s), PRASA will only consider such

price discount(s) in the final evaluation stage on an unconditional basis.

Provision of clean, habitable, hygienically, acceptable and secured

environment with minimum room requirements for drivers.

• Accommodation required is overnight and day rest as and when required.
• Accommodation to be provided as per schedule provided
• Regular fumigated rooms.
• Low noise surroundings.
• Ensure a reliable and cost-effective high-quality hotel service

• Ensure a reliable and cost-effective high-quality hotel service

Total Score: ________/100