Remedial works to automatic fire sprinkler systems at elidz factories

Bidding procedure enquiries:

• Contact: A. Mzantsi
• Telephone: 043 702 8200
• Email: [email protected]

Technical enquiries (Employer's Agent):

• Contact: Mrs Camagwini Ngxokolo-Nomatye
• Telephone: 043 702 8219
• Email: [email protected]

Employer's agent address:

ELIDZ Admin 1 Building

lower Chester Rd

Sunnyridge, East London

Submission portal: https://tenderportal.elidz.co.za

Submission method: online at https://tenderportal.elidz.co.za

• Upload only PDF files, maximum 30 MB per file.
• Only the original tender submission is required.
• Two-envelope procedure: Envelope A (Technical Proposal) and Envelope B (Financial Proposal).
• Financial proposals are opened only if the technical proposal is found acceptable.
• Any price information in Envelope A disqualifies the submission.
• The signed Form of Offer must be in Envelope B; absence disqualifies.
• Late, physical, telegraphic, telephonic, telex, facsimile or e-mail submissions are not accepted.

Compulsory returnable documents (complete and sign all):

• SBD 1 (Invitation to Bid): bidder and contact details, signed offer cover page.
• ELIDZ Procurement Handbook (complete and sign).
• SBD 6.1 (Preference Points Claim Form): claims specific-goal points.
• Proof of briefing meeting attendance.
• SBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): discloses any restrictions, fraud convictions or terminated contracts.
• SBD 9 (Certificate of Independent Bid Determination): certifies no collusion and independent pricing.
• Signed JV agreement where applicable.
• Letter of Good Standing from Compensation Commissioner.
• Proof of CIDB registration in the required category (6SF or higher).
• Proof of valid ASIB registration (Supervising Sprinkler Installer, Sprinkler Installer or Provisional Sprinkler Installer).
• Declaration of Form of Acceptance, signed.
• CSD registration certificate showing MAAA number.
• SARS Tax Clearance Certificate or online PIN.
• Original or certified copy of B-BBEE certificate (or turnover confirmation if annual turnover under R10 million).
• Certified copy of Company Registration Certificate.

Submissions for evaluation (to be included in Envelope A):

• Detailed breakdown of functionality points.
• CVs of proposed key staff.
• Relevant company experience (completion certificates and ELIDZ Annexure P06-1 Parts A and B).
• Method statement.
• Proof of current financial rating.
• ELIDZ forms P01 to P07 (contractor general information, ownership, facilities, size/workload, staffing, previous experience, reference letters, addenda record).

Evaluation is in three stages:

1. Compliance/eligibility check (all mandatory documents and qualifications).
2. Functionality evaluation (quality/functionality) — minimum 70 out of 100 points to proceed.
3. Preference point allocation using the 80/20 system, where a maximum of 80 points goes to price and 20 points to specific goals.

Functionality scoring (total 100 points):

• Criteria 1: Technical Merit (15 points) — valid ASIB certificate as registered competent person (15 points).
• Criteria 2: Proposed Expertise and Resources (21 points):
• Senior Technician/Supervisor: minimum 10 years' experience on ASIB automatic fire sprinkler system projects. Score 15 points for 15 years or more; 10 points for 10-15 years; 0 for less than 10 years.
• Coded Welder: minimum 5 years' experience welding steel fire sprinkler pipework. Score 6 points for 10+ years; 3 points for 5-9 years; 0 for less than 5 years.
• Criteria 3: Relevant Company Experience (30 points) — completion certificates for ASIB fire sprinkler remedial or maintenance projects, each valued R5 million or above, completed within the past 7 years, accompanied by ELIDZ Annexure P06-1 Parts A and B. Score 10 points per confirmed project, to a maximum of 30 points.
• Criteria 4: Method and Approach (20 points) — method statement covering working at heights (5), new installation (5), urgent/emergency response services (5), and ensuring uninterrupted staff operation for repairs in occupied buildings (5).
• Criteria 5: Current Financial Rating (14 points) — rating Category B or better: 14 points; Category C: 7 points; Category D or worse: 0 points.

Price scoring uses the formula: Points = 80 × (1 - (Pt - Pm) / Pm), where Pt is the tender price and Pm is the lowest responsive price.

Specific goals (20 points maximum):

• Black-owned suppliers: 10 points for 51% and above; 5 points for 25% to 50%; 0 below 25%.
• Eastern Cape based suppliers: 5 points; 0 outside Eastern Cape.
• Youth-owned (51% and above): 1 point.
• Women-owned (51% and above): 1 point.
• SMMEs (EME or QSE): 3 points.

No specific-goal points are awarded if the B-BBEE score is below 30%.

The tender is awarded to the highest total score, but ELIDZ may award to a lower-scoring bidder if justifiable.

Scope: Provision of remedial works for the automatic fire sprinkler system of ELIDZ factories.

Location: ELIDZ, West Bank area, Buffalo City Metropolitan Municipality, Eastern Cape.

Key work areas (method statement required):

• Working at heights.
• New installation.
• Urgent/emergency response services.
• Repairs to buildings in use while ensuring uninterrupted staff operation.

Contract documents include:

• Generic Occupational Health and Safety Specification (Appendix A).
• Construction Environment Management Plan (Appendix B).

The works fall under CIDB specialist category SF (Fire Prevention and Protection Infrastructure) and must comply with ASIB requirements for fire sprinkler systems.

Bidders must submit a detailed method statement demonstrating their approach to: working in heights (5 points), new installation (5 points), urgent/emergency response services (5 points), and ensuring uninterrupted staff operation for repairs to buildings in use (5 points). These form part of the functionality evaluation (Criteria 4, 20 points).

Additional documentation: ELIDZ forms P01 to P07 (contractor general information, ownership details, facilities, size of enterprise and current workload, staffing profile, previous experience and reference letters) must be completed.

Key personnel requirements:

• Competent Person: valid ASIB certificate as a registered competent person (15 points).
• Senior Technician/Supervisor: minimum 10 years' experience on ASIB automatic fire sprinkler system projects; score 15 points for 15+ years, 10 points for 10-15 years, 0 below 10 years.
• Coded Welder: minimum 5 years' experience in welding steel fire sprinkler distribution pipework and fittings; score 6 points for 10+ years, 3 points for 5-9 years, 0 below 5 years.

Company experience: completion certificates for a minimum of R5,000,000 in ASIB fire sprinkler remedial or maintenance projects completed within the past 7 years, accompanied by ELIDZ Annexure P06-1 Parts A and B (delivery service satisfaction scoring reference letters). Score 10 points per confirmed project up to 30 points.

For quality assurance, the ASIB-listed entity (within a joint venture or otherwise) is solely responsible for system design, performance, and any latent defects. ASIB does not communicate with any party other than the listed installer for compliance certification. Where multiple companies are listed, bidders must name the entity responsible for the work.

Pricing structure: Bills of Quantities (BoQ) per the Pricing Instructions in Volume B (Envelope B).

Form of Guarantee required (C1.3).

Tender offer validity period: 120 days.

Supplier development plan: If the successful bidder is awarded a contract above R5,000,000 for the same goods/services on a consecutive basis, a supplier development plan for SMMEs must be submitted and agreed with ELIDZ.

Financial rating: bidders must provide proof of a financial rating of Category B or better to score maximum points (Category C scores lower; Category D or worse scores zero).

Mandatory registrations:

• CIDB grading: 6SF or higher (Specialist Works – Fire Prevention and Protection Infrastructure).
• ASIB registration in at least one of: Supervising Sprinkler Installer, Sprinkler Installer, or Provisional Sprinkler Installer.
• Central Supplier Database (CSD) registration from National Treasury, with MAAA number.

Required at submission:

• Valid SARS Tax Clearance Certificate or online PIN.
• Original or certified B-BBEE certificate. If annual turnover is less than R10 million, an accountant or SARS letter confirming turnover may be submitted.
• Certified copy of Company Registration Certificate.
• Letter of Good Standing from Compensation Commissioner.
• Proof of briefing meeting attendance.

Joint ventures (if applicable):

• Lead partner must hold CIDB grading 5SF or higher in the class of work, or meet the CIDB JV calculator requirement.
• Each JV partner must provide separate proof of TCS/PIN/CSD.
• Signed JV agreement indicating shareholding percentages is required.
• Any JV partner can hold the ASIB listing, but responsibilities must be defined and the ASIB-listed entity remains liable.

Disqualifying conditions:

• Being listed on the Register of Tender Defaulters or National Treasury's restricted database.
• Abusing the employer's supply chain management system.
• Failure to perform on a previous contract with written notice.
• Being insolvent, under business rescue, or having conflicts of interest.

The tender pack includes a Generic Occupational Health and Safety Specification (Appendix A) and a Construction Environment Management Plan (Appendix B).

A method statement must cover working at heights, new installation, urgent/emergency response, and uninterrupted staff operation for repairs in occupied buildings.

Contract data is based on the Standard Conditions of Tender in Annexure F of SANS 294:2004 (Edition 1).

The Tender Data takes precedence over the standard conditions in case of ambiguity.

The employer is the East London Industrial Development Zone SOC Ltd.

The employer's agent is Mrs Camagwini Ngxokolo-Nomatye.

A Form of Offer and Acceptance (C1.1) and a Form of Guarantee (C1.3) are required.

The period of six months for contract commencement may only be reduced if all tenders are rejected as non-responsive.

A single signed contract copy is to be provided by the employer.

Additional evaluation details:

• Specific-goals points are awarded only if the B-BBEE score is at least 30%.
• ELIDZ may verify B-BBEE credentials through an independent agency.
• ELIDZ reserves the right to negotiate with the preferred bidder if its proposal exceeds the project estimate.
• Misrepresentation of facts leads to disqualification; after contract award, it may lead to contract termination and recovery of all payments and costs.
• Preference points for specific goals are claimed via SBD 6.1 and supporting documents (e.g., B-BBEE certificate, municipality bill or lease for Eastern Cape proof, CSD report).
• No specific-goal points are awarded if required documentation is not submitted.