RFQ/CMS/FAC/01/08/26: electrical maintenance and repair services for cms office building (3-Year contract)

2.1. CMS hereby invites experienced, suitably qualified and reputable electrical service providers to submit quotations for the

provision of electrical maintenance, repairs, emergency services, and the supply of electrical materials at the CMS office building.

The services will be provided on an as-and-when-required basis for a period of three (3) years. The appointed service provider will

be responsible for ensuring that all electrical installations and equipment within the building remain safe, functional, reliable, and

compliant with applicable legislation, standards, and occupational health and safety requirements.

2.2. Objectives

The appointed bidder will be responsible for:

• Maintaining CMS's electrical systems and installations in good working condition.

• Attending to electrical faults, breakdowns and defects as and when required.

• Carrying out repairs and replacements necessary to restore electrical services.

• Supplying and installing electrical materials, components, and accessories as required.

• Providing emergency electrical repair services when required.

• Ensuring that all work is carried out safely and by suitably qualified and competent personnel.

• Minimising disruption to CMS's normal business operations while performing the required work.

• Identifying potential electrical risks and recommending appropriate preventative maintenance or corrective measures.

• Ensuring that all electrical work complies with applicable legislation, standards and occupational health and safety

requirements.

2.3. Scope of Electrical Maintenance and Repairs

Chairperson: Dr T. Mabeba Chief Executive & Registrar: Dr M. Gumede

Block A, Eco Glades 2 Office Park, 420 Witch-Hazel Avenue, Eco Park, Centurion, 0157

Tel: 012 431 0500 Fax: 012 430 7644 Customer Care: 0861 123 267

[email protected] www.medicalschemes.co.za

The bidder shall provide comprehensive electrical maintenance, repair, and emergency services at the CMS office building, including

but not limited to the following:

• Inspection, testing, maintenance, and repair of electrical installations.
• Fault finding, diagnosis, and rectification of electrical faults.
• Repair and replacement of faulty or damaged electrical components.
• Repair of electrical wiring, cables, connections and terminations.
• Repair and replacement of electrical switches, sockets, plugs and isolators.
• Repair and replacement of circuit breakers, fuses and other protective devices.
• Inspection and repair of distribution boards.
• Tightening and correction of loose electrical connections.
• Identification and rectification of electrical hazards and unsafe conditions.
• Testing and verification of electrical circuits following repairs, replacements or alterations.
• Replacement of defective electrical components and accessories where required.

2.4. Lighting Systems

The bidder shall maintain and repair all internal and external lighting installations, including, but not limited to:

• Replacement of defective globes, lamps, LED fittings and other lighting components.

• Repair and replacement of faulty or damaged light fittings.

• Repair and replacement of lighting switches, controls and related electrical components.

• Fault finding, testing and repair of faulty lighting circuits.

• Replacement of damaged or defective ballasts, drivers, transformers and related components, where applicable.

• Repair and replacement of emergency lighting components.

• Investigation and rectification of recurring lighting faults.

• Supply and installation of energy-efficient lighting fittings and components where requested by CMS.

2.5. High-Level Lighting

The bidder must be suitably equipped, experienced and competent to undertake high-level electrical and lighting maintenance and

repairs in areas such as the foyer and other elevated areas.

The bidder shall:

• Provide suitable scaffolding, ladders, approved access equipment or other approved means required to safely perform the

work.

• Erect, use and dismantle scaffolding and access equipment in accordance with applicable health and safety requirements.

• Replace high-level globes, lamps, light fittings and other related electrical components.

• Conduct fault finding, maintenance and repairs on high-level lighting installations.

• Ensure that all work areas are appropriately barricaded, secured and protected while work is in progress.

• Provide all necessary equipment, tools, access facilities and personal protective equipment required to safely complete the

work.

Chairperson: Dr T. Mabeba Chief Executive & Registrar: Dr M. Gumede

Block A, Eco Glades 2 Office Park, 420 Witch-Hazel Avenue, Eco Park, Centurion, 0157

Tel: 012 431 0500 Fax: 012 430 7644 Customer Care: 0861 123 267

[email protected] www.medicalschemes.co.za

• Ensure that all high-level work is performed by suitably qualified, competent and authorised personnel.

• The cost of scaffolding and access equipment shall be clearly indicated in the bidder's quotation, including whether it is

included in the labour rate or charged separately.

2.6. Supply of Electrical Materials and Components

The appointed bidder shall, on an as-and-when-required basis, supply electrical materials, components and accessories required for

authorised maintenance and repair work.

The materials and components may include, but are not limited to:

• Globes and LED lamps.

• Light fittings and related lighting components

• LED drivers, ballasts and transformers

• Electrical switches and sockets.

• Circuit breakers and other electrical protective devices.

• Fuses.

• Isolators.

• Electrical cables and wiring.

• Junction boxes, connectors and terminals

• Plugs and other electrical accessories.

• Emergency lighting components.

• Batteries for applicable electrical equipment.

• Conduit and cable management accessories.

• Distribution board components and accessories

• Balustrade-related electrical components where applicable.

• Other electrical materials, components, and accessories required to complete authorised repairs.

All materials supplied shall be new, fit for purpose, of acceptable quality, and compliant with applicable South African

legislation, standards and requirements. Where requested by CMS, the bidder shall submit a quotation detailing the materials,

quantities and applicable costs for CMS’s review and approval before procurement and/or installation.

2.7. Emergency Electrical Repairs

The Bidder shall provide emergency electrical repair services throughout the contract period on an as-and-when-required basis.

Emergency services may include, but are not limited to:

• Electrical power failures.
• Tripped or repeatedly tripping circuit breakers.
• Electrical short circuits.
• Exposed or damaged electrical wiring.

Chairperson: Dr T. Mabeba Chief Executive & Registrar: Dr M. Gumede

Block A, Eco Glades 2 Office Park, 420 Witch-Hazel Avenue, Eco Park, Centurion, 0157

Tel: 012 431 0500 Fax: 012 430 7644 Customer Care: 0861 123 267

[email protected] www.medicalschemes.co.za

• lectrical burning smells, overheating or other indications of electrical faults.

• Failure of critical lighting systems.

• Electrical faults presenting an immediate safety risk to occupants or property

• Emergency lighting failures.

• Other urgent electrical faults that may adversely affect CMS operations or the safety of occupants.

The Bidder shall provide a dedicated emergency contact number that shall remain accessible throughout the contract period for

the reporting of emergency electrical faults.

The Bidder shall ensure that suitably qualified and competent personnel are available to respond to emergency call-outs

throughout the contract period.

The Bidder shall clearly indicate its proposed emergency response times for the following periods:

• Normal working hours;
• After-hours;
• Weekends; and
• Public holidays.

2.8. Preventative Maintenance

Where required by CMS, the Service Provider shall conduct preventative maintenance of the electrical installations and services at

the CMS Building to minimise electrical failures, ensure safe operation, maintain compliance with applicable requirements, and

extend the useful life of electrical equipment and installations.

Preventative maintenance may include, but shall not be limited to:

• Visual inspection of electrical installations.
• Inspection and assessment of distribution boards.
• Testing of electrical equipment, circuits and associated components
• Identification of overheating, loose connections or damaged components and other potential electrical faults
• Inspection and testing of lighting installations.
• Testing of emergency lighting systems
• Identification of overloaded or improperly balanced circuits
• Identification of unsafe, defective or potentially non-compliant electrical installations
• Recommendations for the repair, replacement or upgrading of defective or obsolete equipment
• Preparation and submission of condition reports following inspections and maintenance activities
• Provision of maintenance recommendations and identification of potential risks requiring attention

2.9. Fault Finding and Testing

Chairperson: Dr T. Mabeba Chief Executive & Registrar: Dr M. Gumede

Block A, Eco Glades 2 Office Park, 420 Witch-Hazel Avenue, Eco Park, Centurion, 0157

Tel: 012 431 0500 Fax: 012 430 7644 Customer Care: 0861 123 267

[email protected] www.medicalschemes.co.za

The bidder shall provide all necessary tools, equipment, instruments and test apparatus required to safely identify, diagnose, test,

and rectify electrical faults.

Fault finding and testing may include, but shall not be limited to:

• Continuity testing.

• Insulation resistance testing.

• Polarity testing.

• Earth continuity testing.

• Earth leakage testing.

• Circuit breaker testing, where applicable.

• Voltage and current measurements.

• Identification and diagnosis of defective circuits, equipment or components;

• Identification of overloaded or faulty circuits; and

• Any other testing required to accurately diagnose electrical faults and determine the appropriate corrective action.

Where requested by CMS, the Service Provider shall provide test results, findings and recommendations in a written report. Such

reports shall clearly indicate the fault identified, tests conducted, results obtained, corrective action recommended or undertaken,

and any further work required.

2.10. Workmanship and Standards

All electrical work performed under the contract shall:

• Be carried out by suitably qualified, competent and appropriately authorised electrical personnel;
• Comply with applicable South African legislation, regulations, electrical standards, codes of practice and occupational health

and safety requirements;

• Be executed in accordance with approved electrical practices and manufacturer specifications, where applicable;

• Use appropriate, properly maintained tools, equipment, testing instruments and personal protective equipment (PPE);

• Be carried out in a manner that minimises disruption to CMS operations and occupants;

• Ensure that all work areas are maintained in a safe and orderly condition throughout the execution of the work;

• Upon completion, leave the work area clean, safe and free from electrical debris, waste and redundant materials;

• Ensure that all completed electrical work is properly inspected and tested before the installation or affected equipment is

returned to service; and

• Ensure that any areas, fittings or equipment affected by the work are properly reinstated upon completion.

Where applicable, the bidder shall provide the relevant certificates, test results or compliance documentation associated

with completed electrical work.

2.11. Health and Safety

Chairperson: Dr T. Mabeba Chief Executive & Registrar: Dr M. Gumede

Block A, Eco Glades 2 Office Park, 420 Witch-Hazel Avenue, Eco Park, Centurion, 0157

Tel: 012 431 0500 Fax: 012 430 7644 Customer Care: 0861 123 267

[email protected] www.medicalschemes.co.za

The bidder shall be responsible for the health and safety of its employees, subcontractors and any other persons under its control

while performing work at CMS premises.

The bidder shall:

• Comply with all applicable occupational health and safety legislation, regulations, standards and CMS site-specific safety

requirements;

• Provide and ensure the correct use of appropriate personal protective equipment (PPE) by all personnel;
• Conduct appropriate risk assessments before commencing work and implement safe work procedures and control

measures;

• Ensure that electrical supplies are safely isolated, locked out and appropriately secured before work is undertaken, where

required;

• Ensure that all tools, equipment, machinery and testing instruments used on site are safe, suitable and properly maintained;
• Ensure that scaffolding, ladders, elevated work platforms and other access equipment are safe, suitable and fit for the

intended purpose;

• Erect and maintain appropriate warning signs, safety notices, barricades and barriers around work areas;
• Prevent unauthorised persons from entering or accessing areas where electrical work is being undertaken;
• Take all reasonable measures to protect CMS employees, visitors, occupants, property and infrastructure from risks

associated with the work;

• Immediately report any accident, incident, electrical shock, injury, damage to property or unsafe condition to CMS and

comply with applicable reporting requirements;

• Maintain good housekeeping throughout the duration of the work and remove waste, debris and redundant materials upon

completion;

• Ensure that all personnel working on the CMS premises are appropriately trained, competent and authorised for the work

being undertaken; and

• Comply with any additional health and safety instructions or site-specific requirements issued by CMS during the contract

period.

The Service Provider shall be responsible for ensuring that its subcontractors, where approved by CMS, comply with all applicable

health and safety requirements while performing work on the premises.

2.12. Scaffolding and Access Equipment

Where electrical maintenance or repair requires access to elevated areas, particularly the foyer and balcony areas, the bidder shall

provide at its own cost all necessary scaffolding, ladders, access platforms or other suitable access equipment required to safely

execute the work.

The bidder shall be responsible for:

• Transportation of scaffolding/equipment to site.
• Safe erection and dismantling.

Chairperson: Dr T. Mabeba Chief Executive & Registrar: Dr M. Gumede

Block A, Eco Glades 2 Office Park, 420 Witch-Hazel Avenue, Eco Park, Centurion, 0157

Tel: 012 431 0500 Fax: 012 430 7644 Customer Care: 0861 123 267

[email protected] www.medicalschemes.co.za

• Inspection and safe use of scaffolding.

• Providing appropriate barricading, warning signs and exclusion zones around work areas

• Ensuring that access routes and emergency exits are not unnecessarily obstructed;

• Protection of CMS property and building finishes.

• Ensuring that access equipment is operated by competent personnel.

• Removal of scaffolding and equipment after completion.

CMS shall not be responsible for providing scaffolding or access equipment, unless expressly agreed in writing prior to the

commencement of the relevant work.

2.13. Call-Out and Work Request Procedure

Electrical work shall generally be initiated through a request or instruction from an authorised CMS representative.

For each requested job, the bidder shall, where applicable:

• Attend to the reported fault or maintenance requirement .within the agreed response time;
• Investigate and diagnose the problem;
• Assess the condition of the affected installation, equipment or component;
• Provide CMS with details of the fault identified and the recommended corrective action;
• Submit a written quotation for additional work, repairs, replacement of components or materials for approval;
• Obtain authorisation before undertaking any non-emergency additional work;
• Complete the authorised repair or maintenance work in accordance with the approved scope;
• Inspect and test the installation or equipment upon completion.
• Clean the work area and remove all waste, debris and redundant materials
• Submit an invoice to CMS only after completion of the authorised work, accompanied by the relevant service report,

approved quotation (where applicable), proof of completion and any other supporting documentation required by CMS.

In an emergency, the bidder may be instructed to make the installation safe immediately, subject to CMS's emergency procedures.

2.14. Quotations and Pricing

The bidder shall provide a clear pricing structure for the three-year contract.

The quotation should, where applicable, separately indicate:

• Labour rates.

• Normal working-hours call-out rate.

• After-hours call-out rate.

• Weekend/public holiday call-out rate.

• Emergency call-out rate.

• Hourly labour rates.

Chairperson: Dr T. Mabeba Chief Executive & Registrar: Dr M. Gumede

Block A, Eco Glades 2 Office Park, 420 Witch-Hazel Avenue, Eco Park, Centurion, 0157

Tel: 012 431 0500 Fax: 012 430 7644 Customer Care: 0861 123 267

[email protected] www.medicalschemes.co.za

• Scaffolding/access equipment costs.

• Transport or mobilisation charges.

• Material mark-ups.

• Electrical material prices.

• Any applicable standby charges.

• Any other costs associated with the provision of the service.

No additional work or expenditure outside the approved scope shall be undertaken without prior authorisation from CMS, except

where immediate action is necessary to eliminate an electrical safety hazard.

2.15. Service Reports and Record Keeping

For every completed maintenance or repair call-out, the bidder shall provide a service report containing, as a minimum:

• Date and time of attendance.

• Location of the fault/work.

• Description of the reported problem.

• Fault diagnosis.

• Work undertaken.

• Materials and components supplied.

• Quantities of materials used.

• Labour hours.

• Test results, where applicable.

• Outstanding work or recommendations.

• Name and signature of the responsible technician.

• Confirmation of completion.

2.16. Bidder Requirements

Bidders should demonstrate that they:

• Are an established and reputable electrical services provider.

• Have suitably qualified and experienced electrical personnel.

• Have experience in commercial/office-building electrical maintenance.

• Have the capacity to provide emergency call-out services.

• Have suitable tools, testing equipment and vehicles.

• Have access to appropriate scaffolding and high-level access equipment.

• Can supply electrical materials at competitive rates.

• Have adequate health and safety procedures.

• Can provide references for similar work successfully completed.

• Hold all registrations, licenses, certifications and insurance required for the services being offered.

Chairperson: Dr T. Mabeba Chief Executive & Registrar: Dr M. Gumede

Block A, Eco Glades 2 Office Park, 420 Witch-Hazel Avenue, Eco Park, Centurion, 0157

Tel: 012 431 0500 Fax: 012 430 7644 Customer Care: 0861 123 267

[email protected] www.medicalschemes.co.za

2.17. Warranty and Defective Work

The Bidder shall be responsible for rectifying, at its own cost, any defects arising from poor workmanship, defective materials or

incorrect installation within the agreed warranty period.

Materials supplied shall be covered by the applicable manufacturer’s warranty, where such warranty exists. The Bidder shall

provide the relevant warranty documentation to CMS upon request.

2.18. Bidder's Responsibility

The bidder shall provide at its own cost, all labour, supervision, management, tools, testing instruments, transport, access equipment,

scaffolding, personal protective equipment (PPE), materials and other resources reasonably required to perform and complete the

authorised electrical maintenance, repair, testing, and emergency call-out services.

The Bidder shall be responsible for ensuring that all personnel assigned to the contract are appropriately qualified, suitably trained,

competent and, where applicable, duly registered or authorised to perform the tasks assigned to them. The Bidder shall, upon request

by CMS, provide proof of relevant qualifications, registrations, licences or competency documentation.

2.19. Deliverables

The appointed bidder shall provide, as applicable and authorsied by CMS:

• Electrical maintenance, repair and corrective maintenance services;

• Emergency call-out and repair services.

• Preventative maintenance services;

• Fault-finding, diagnosis and testing of electrical installations and equipment;

• Supply, replacement, and installation of approved electrical materials, components and equipment

• Scaffolding, ladders, access platforms and other suitable high-level access equipment where required;

• Written assessments and recommendations following inspections and fault investigations;

• Quotations for additional, replacement or major works requiring prior approval;

• Service reports detailing work performed, faults identified, materials used and testing undertaken;

• Test results, test certificates, inspection reports and compliance documentation, where applicable;

• Condition reports and recommendations for preventative maintenance, repair, replacement or upgrading of defective or

obsolete equipment;

• Documentation relating to emergency call-outs and corrective action taken;
• Completion/confirmation documentation for authorised works; and
• Invoices supported by the relevant quotation/authorisation, service report and other required supporting documentation.

2.20. Contract Period

The contract shall be for a period of three (3) years, commencing on the date stipulated by CMS in the appointment letter or contract

agreement.

Chairperson: Dr T. Mabeba Chief Executive & Registrar: Dr M. Gumede

Block A, Eco Glades 2 Office Park, 420 Witch-Hazel Avenue, Eco Park, Centurion, 0157

Tel: 012 431 0500 Fax: 012 430 7644 Customer Care: 0861 123 267

[email protected] www.medicalschemes.co.za

Services shall be provided on an as-and-when-required basis, in accordance with authorised requests or instructions issued by

Cms.

2.21. Performance Expectations

The appointed bidder shall be expected to:

• Respond promptly to all service requests in accordance with the agreed response times;
• Prioritise emergencies and safety-critical faults;
• Complete authorised work within agreed timeframes;
• Provide reliable, professional and quality workmanship;
• Minimise repeat faults and ensure effective corrective action;
• Maintain accurate and up-to-date service and maintenance records;
• Communicate clearly and promptly with CMS's appointed representative;
• Maintain a high standard of health, safety, housekeeping and professionalism;
• Ensure that electrical systems remain safe, reliable and operational; and
• Promptly report any defects, risks, delays or issues that may affect the performance or completion of the work.

2.22. Acceptance of Completed Work

CMS shall inspect completed work where necessary. Work shall only be considered satisfactorily completed once:

• The reported fault has been rectified or the authorised maintenance work has been completed.
• The installation or equipment has been appropriately inspected and tested.
• The work area has been left clean, safe and free of debris;
• All required documentation has been submitted to CMS;
• Any identified outstanding issues have been communicated to CMS.

The Bidder shall promptly rectify, at its own cost, any deficiencies identified by CMS that are attributable to the Bidder’s workmanship,

materials, installation or failure to comply with the agreed scope of work.

2.23. Delivery Address

The goods shall be delivered to the following address:

• Block A, Eco Glades 2 Office Park, 420 Witch-Hazel Avenue, Eco Park, Centurion, 0157

The successful bidder shall be responsible for the safe delivery of all goods to the above address during normal business hours,

unless otherwise agreed in writing with the representative of the CMS.

Table 1 – Pricing Breakdown

Chairperson: Dr T. Mabeba Chief Executive & Registrar: Dr M. Gumede

Block A, Eco Glades 2 Office Park, 420 Witch-Hazel Avenue, Eco Park, Centurion, 0157

Tel: 012 431 0500 Fax: 012 430 7644 Customer Care: 0861 123 267

[email protected] www.medicalschemes.co.za

No Item Description Year 1 (VAT Inclusive) Year 2 (VAT Inclusive) - Year 3 (VAT

– Hourly Rate Hourly Rate Inclusive) Hourly

Rate

1 Weekdays (Working Hours) (07:30

to 17:00)

2. Weekdays (After-hours) (17:00 –

07:30)

3. Weekends and Public Holidays

4. Rate per Hour for rental of

scaffolding per maintenance work

5 Transport cost (Rate per kilometre)

6. Percentage mark-up (on spare

parts, materials, consumables, etc)

2.2. Compilation of the Submissions:

The bidder must compile and submit their submission in a clear, formal, and well-organised manner. All submissions must be

properly indexed and in a logical sequence to facilitate ease of evaluation, in the following manner:

• Annexure A/ 1 – RFQ document including SBD documents
• Annexure B/ 2 – Mandatory Evaluation Documents as prescribed in this RFQ document
• Annexure C/ 3 – Specific Goals Documents (CIPC, ID Copy/ Copies of Owners/ Directors, Letter of Disability and Valid

BEE Certificate or Sworn Affidavit)

• Annexure D/ 4 – Other documents indicated in this RFQ, including Company Profile

3. Evaluation criteria process

Table 2 – Evaluation Process and Criteria

Stage Details

Phase 1 Mandatory evaluation criteria: These criteria assess bidders' eligibility and prior experience in providing the

service. Bidders who fail this Phase will not proceed to Phase 2.

Phase 2 Price and Specific Goals evaluation criteria: These criteria evaluate bidders based on bid price and Specific

Chairperson: Dr T. Mabeba Chief Executive & Registrar: Dr M. Gumede

Block A, Eco Glades 2 Office Park, 420 Witch-Hazel Avenue, Eco Park, Centurion, 0157

Tel: 012 431 0500 Fax: 012 430 7644 Customer Care: 0861 123 267

[email protected] www.medicalschemes.co.za

Goals.

3.2. Table 3 – Mandatory Criteria

Bidders must submit the following documents as part of the mandatory requirements. Failure to comply with these

mandatory requirements will result in bid disqualification, and the bid will not be evaluated further for Pricing and

Specific Goals.

Criteria

Mandatory Technical Criteria

1. Reference Letters/ Completion Bidder must submit a minimum of two (2) reference letters/completion certificates indicating

Certificates experience in the installation, maintenance services and commissioning of electrical

services, scope of work completed between 2018 to date.

• Reference letters submitted must be accessible for vetting. (Purchase Orders and

Appointment Letters will not be considered as reference letters).

2. Provide technical/trade Proof of a valid relevant Electrical Trade Test Certificate or valid Wireman's

competency License/Certificate of Competency for the person(s) responsible for carrying out and/or

supervising the electrical work.

3. CIDB registration indicates that The bidder must be registered with the Construction Industry Development Board (CIDB) as

the registration is current and valid. a CIDB Grade 1 EB bidder registration or higher.

• A valid CIDB Registration Certificate or CIDB Bidder Registration Report reflecting

a minimum grading designation of 1 EB or higher.

4. Public Liability Cover The Bidder must submit proof of valid public liability cover of at least five million rand (R 5

000 000.00). The preferred bidder must submit proof of cover within seven days of being

requested.

5. COIDA Certificate The bidder shall submit a valid Letter of Good Standing relevant to the scope of work, issued

by the Department of Employment and Labour – Compensation Fund or an approved

licensed compensation insurer in terms of the Compensation for Occupational Injuries

and Diseases Act (COIDA). The Letter of Good Standing must be valid on the bid closing

date and remain valid for the duration of the contract. Failure to submit a valid Letter of Good

Standing may result in the bid being deemed non-responsive.

3.3. Price and Specific Goal

Chairperson: Dr T. Mabeba Chief Executive & Registrar: Dr M. Gumede

Block A, Eco Glades 2 Office Park, 420 Witch-Hazel Avenue, Eco Park, Centurion, 0157

Tel: 012 431 0500 Fax: 012 430 7644 Customer Care: 0861 123 267

[email protected] www.medicalschemes.co.za

3.3.1. To facilitate a transparent selection process that allows an equal opportunity to all bidders, Council for Medical Schemes

has a Supply Chain Management policy that will be adhered to. Quotations will be evaluated in terms of the prevailing

Supply Chain Management policy applicable to Council for Medical Schemes, and it should be noted that proposals will

be assessed using the 80/20 formula (Preference Points System) for Price and Specific Goals as indicated in the

PPPFA Regulations.

Table 4 - Price and Specific Goals

Weighting/

Criteria sub-criteria

Points

Detailed budget breakdown

Price 80

(a) Historically Disadvantaged Individuals (5 Points)

80% - 100% Black Owned 5 Points

50% - 79.99 Black Owned 4 Points

20% - 49.99% Black Owned 3 Points

1% - 19.99 Black Owned 1 Point

Below 1% Black Owned 0 Point

(b) Size of the Company (3 Points)

EME 3 Points

Specific Goals QSE 2 Points 20

Generic Enterprise 1 Points

(c) Black Woman-Owned Enterprise (5 Points)

75% - 100% Black Women 5 Points

Owned

51% - 74,99% Black Women 3 Points

Owned

1% - 50,99% Black Women 1 Point

Owned

Below 1% Black Owned Women 0 Point

Chairperson: Dr T. Mabeba Chief Executive & Registrar: Dr M. Gumede

Block A, Eco Glades 2 Office Park, 420 Witch-Hazel Avenue, Eco Park, Centurion, 0157

Tel: 012 431 0500 Fax: 012 430 7644 Customer Care: 0861 123 267

[email protected] www.medicalschemes.co.za

d) Ownership by People with Disabilities (3 Points)

75% - 100% Ownership by People with 3 Points

Disabilities

51% - 74,99% Ownership by People with 2 Points

Disabilities

1% - 50,99% Ownership by People with 1 Point

Disabilities

Below 1% Ownership by People with 0 Point

Disabilities

(e) Ownership by Youth (under 35 years) (4 Points)

75% - 100% Ownership by Youth 4 Points

51% - 74,99% Ownership by Youth 3 Points

20% - 50,99% Ownership by Youth 2 Point

1% - 19,99% Ownership by Youth 1 Point

Below 1% Ownership by Youth 0 Point

Total 100

3.4. General Conditions to Specific Goals

3.4.1. Only a bidder who has completed and signed the declaration (SBD 6.1) part of the RFQ documentation will be considered for

preference points.

3.4.2. CMS may, before an RFQ is adjudicated or at any time, require a bidder to substantiate claims it has made about preference.

3.5. Submission of mandatory documents

3.5.1. Bidders must submit the following documents for verification of specific goal points:

• Attach certified copy/ copies of South African ID of Directors/ Owners/ Shareholders to claim points for Historically

Disadvantaged Individuals (HDI)

• Attach a valid B-BBEE Certificate or Sworn Affidavit to claim points for the size of the company. Bidders will be allocated

points based on company size, regardless of whether they claim points on SBD 6.1; however, a valid Sworn Affidavit or B-

BBEE Certificate must be submitted.

• Attach a medical certificate or letter from an accredited health professional to claim points for ownership for people with

disabilities.

Chairperson: Dr T. Mabeba Chief Executive & Registrar: Dr M. Gumede

Block A, Eco Glades 2 Office Park, 420 Witch-Hazel Avenue, Eco Park, Centurion, 0157

Tel: 012 431 0500 Fax: 012 430 7644 Customer Care: 0861 123 267

[email protected] www.medicalschemes.co.za

• Attach a copy of the B-BBEE Certificate/ sworn affidavit, certified ID copy/ copies, and CIPC document to claim points for

Black Women Owned Enterprise.

• Attach a copy of the B-BBEE Certificate, sworn affidavit, certified ID copy or copies, and CIPC document to claim points

for Youth Owned Enterprise.

• Fully completed and signed SBD 6.1.

3.5.2. Failure on the part of a bidder to submit proof and documentation mentioned above, complete and sign as required in SBD

6.1, in terms of this bid to claim points for specific goals, will be interpreted to mean that the preference points for particular goals

are not claimed.

4. Terms and conditions

4.1. Bid Submission

4.1.1. All proposals/ quotations must be submitted to the address and instruction stipulated in the SBD1 of the RFQ document.

4.1.2. Proposals/ quotations, including the requested documents and the signed SBD documents, must be submitted by the

stipulated closing date and time. Late submissions will not be accepted.

4.1.3. Bidders are required to register on the Central Supplier Database (CSD) and to include the CSD number on the SBD1 for

verification purposes when submitting their quotations/ proposals.

4.1.4. Documents submitted via cloud solutions such as WeTransfer, Google Drive, Dropbox, etc., will not be considered.

4.2. Other Terms and Conditions

4.2.1. The Council for Medical Schemes reserves the right, under exceptional circumstances, to extend the closing date. All

proposals and all subsequent information received from bidders will not be returned.

4.2.2. The adjudication process does not represent a commitment on the part of Council for Medical Schemes to proceed further

with that proposal or of any other bidder.

4.2.3. The bidder warrants by signing the RFQ/RFP document that the bidder has read, understands and agrees with the terms

and conditions of this RFQ/ RFP.

4.2.4. Received proposals/ quotations will be considered and evaluated in terms of the evaluation criteria stipulated in the RFQ/

RFP document. All bidders must provide all information requested in this RFQ/ RFP for evaluation purposes.

4.2.5. It is important to note that the successful bidder will work under the supervision of a Council for Medical Schemes

representative, abide by the Council for Medical Schemes’ Code of Conduct, and other organisational guidelines.

4.2.6. Council for Medical Schemes reserves the right not to enter into any relationship, and no correspondence about

submissions will be entered into.

4.2.7. If the Council for Medical Schemes does not accept any proposal, it will declare this RFQ call process closed and may then

elect to:

Chairperson: Dr T. Mabeba Chief Executive & Registrar: Dr M. Gumede

Block A, Eco Glades 2 Office Park, 420 Witch-Hazel Avenue, Eco Park, Centurion, 0157

Tel: 012 431 0500 Fax: 012 430 7644 Customer Care: 0861 123 267

[email protected] www.medicalschemes.co.za

• Proceed on a completely different basis; and
• Not appoint any respondent in the event it deems proposals not appropriate.

4.2.8. The Council for Medical Schemes will not accept any responsibility for costs incurred by bidders in preparing and submitting

proposals.

4.2.9. The Council for Medical Schemes reserves the right to engage in a process to validate all claims made in the proposal.

4.2.10. The Council for Medical Schemes reserves the right to cancel the award if it is determined that the supplier/service provider

recommended for the award has engaged in corrupt or fraudulent activities in competing for the contract in question. For this

RFP/RFT, RFQ, “fraudulent practice” means a misrepresentation of facts to influence a selection process or the execution of

a contract to the detriment of the accounting officer/authority, and includes collusive practices among bidders/contractors

(before or after submission of proposals) designed to establish prices at artificial, non-competitive levels and to deprive the

accounting officer/authority of the benefits of free and open competition.

4.2.11. The selection of the qualifying bid/quotations will be at Council for Medical Schemes’ sole discretion. Council for Medical

Schemes does not bind itself to accept any bid/quotations and reserves the right not to appoint the bidder.

4.3. Changes to this RFQ document

4.3.1. Council for Medical Schemes reserves the right to make changes to this RFQ Document. All changes will be communicated

to those firms that have responded to the RFQ. No reliance shall be placed on other information or comment from any other

person.

4.4. Validity Period

4.4.1. The validity period of the RFQ/RFP is ninety (90) days. A request to extend the validity period will be communicated to

service providers that responded to the RFQ/RFP.

4.5. Confidentiality

4.5.1. Any information relating to the submissions, through the process or otherwise, shall be treated in strict confidence.

4.6. Tax Compliance

4.6.1. CMS will not award any bid to any bidder who is not tax compliant. If a recommended bidder is not tax-compliant, the bidder

will be notified in writing of their non-compliant status and requested to submit written proof from SARS of their tax-compliant

status, or proof that they have arranged to meet their outstanding tax obligations, within seven (7) working days. If the bidder

fails to do so or submits proof that their tax matters are compliant, CMS will reject their bid.

4.6.2. CMS reserves the right to withdraw an award made, or cancel a contract concluded with a successful bidder if it is established

that such bidder was in fact not tax compliant at the time of the award or has submitted a fraudulent Tax Clearance Certificate

to the CMS, or whose verification against the Central Supplier Database (CSD) proves non-compliant.

4.7. Costs for Preparation of the Bid

CMS will not be liable for any costs incurred by a bidder in the process of responding to this invitation, including briefing sessions,

site visits, and the submission of proposals/quotations.

4.8. Rejection of Bids

Chairperson: Dr T. Mabeba Chief Executive & Registrar: Dr M. Gumede

Block A, Eco Glades 2 Office Park, 420 Witch-Hazel Avenue, Eco Park, Centurion, 0157

Tel: 012 431 0500 Fax: 012 430 7644 Customer Care: 0861 123 267

[email protected] www.medicalschemes.co.za

4.8.1. CMS reserves the right to reject any bid or not to appoint a bidder under the following conditions:

4.8.1.1. Past Fraudulent Activity or Misrepresentation

4.8.1.1.1. If it is established that the bidder, or any of its directors, members, shareholders, or related parties:

o Has been convicted of fraud, corruption, collusion, or any related criminal offence within the past five (5) years.

o Has submitted false or misleading information in any procurement process, whether with this institution or any

other public sector entity.

o Has been blocked or listed on the National Treasury’s database of restricted bidders or tender defaulters.

4.8.2. Listing on the National Treasury Database

4.8.2.1. Any bidder currently listed on the National Treasury’s list of restricted bidders or tender defaulters, in terms of

Sections 28 and 29 of the Preferential Procurement Regulations, will be disqualified.

4.8.3. Reputational Risk

4.8.3.1. CMS reserves the right not to appoint a bidder where past conduct poses a significant reputational or operational risk,

even if the bidder meets technical and price criteria.

4.8.4. Right Not to Appoint

4.8.4.1. CMS reserves the right not to appoint any bidder and to cancel the procurement process without incurring any liability,

particularly where integrity concerns exist.

5. Payment structure

5.1. CMS undertakes to pay in full within thirty (30) days after receipt of an original tax invoice from the supplier, all valid claims

for work done to its satisfaction upon presentation of a substantiated claim/invoice.

5.2. Payments will only be made based on the work completed (milestones/ deliverables) as per the project implementation plan

to be agreed at the inception of the project.

5.3. All invoices must be emailed to [email protected]

5.4. The Purchase Order number must always be referenced in all invoices submitted to CMS against the Purchase Order placed

against the successful bidder. No goods and/or services shall be delivered to the CMS without an official Purchase from the

CMS’s Supply Chain Management Unit/ Representative.

6. Submission of compliance documents

6.1. Interested bidders must submit the following documents for administrative and evaluation purposes:

6.1.1. SARS PIN Document.

6.1.2. National Treasury Central Supplier Database Report

6.1.3. Valid BEE Certificate or Sworn Affidavit (for EMEs and QSEs)

6.1.4. Complete the attached SBD 1, 4 and 6.1. Failure to complete and sign the SBD 1, 4 and 6.1. may lead to automatic

disqualification from the evaluation process. Bidders that failed to submit the RFQ document, including the SBD1, 4 and 6.1. will

not be considered.

Chairperson: Dr T. Mabeba Chief Executive & Registrar: Dr M. Gumede

Block A, Eco Glades 2 Office Park, 420 Witch-Hazel Avenue, Eco Park, Centurion, 0157

Tel: 012 431 0500 Fax: 012 430 7644 Customer Care: 0861 123 267

[email protected] www.medicalschemes.co.za

Bidder’s disclosure –: annexure a

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, the bidder is required to make this declaration in respect of the details set out 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

proprietors/directors/trustees/shareholders/members/ partners or any person having a controlling interest in the enterprise,

in the 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 whom the procuring institution

employs? 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

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.

Chairperson: Dr T. Mabeba Chief Executive & Registrar: Dr M. Gumede

Block A, Eco Glades 2 Office Park, 420 Witch-Hazel Avenue, Eco Park, Centurion, 0157

Tel: 012 431 0500 Fax: 012 430 7644 Customer Care: 0861 123 267

[email protected] www.medicalschemes.co.za

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:

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

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