Re-advertisement: Quotation to Appoint a Service Provider for Repairs to the Existing Artificial Track at Pilditch Stadium

It is expected that the bidder will deploy experienced key personnel that in the

past have installed and maintained artificial turf. This team should possess the

relevant skills adequate for performing the tasks set out in this specification

document.

Inspection for damage, prompt repair of any tears or rips, proper debris removal,

brushing to maintain fiber uprightness, addressing drainage issues, trimming

edges, and ensuring a solid foundation to prevent further damage; essentially,

consistent maintenance is key to extending the life of your artificial turf. The

comply with the specification. Failure to do so will result in the termination of

contract and the next successful bidder to be appointed.

Prior to re-topping, the damaged surfaces should be inspected for bubbles,

cracks, wear, peeling and flaking, including possible water damage to the

surfacing depth below. Any necessary repairs should be made prior to the

application of new material, including 4 mm deep grinding of the wear layer

between lane lines to the top of the existing synthetic base layer below. Small

patch repairs are not permissible. Next, the track surface should be cleaned,

removing all dust, debris, stains, and surface degradation. Cleaning may be

performed with an air blower and/or with a pressure washer. However, care

should be taken since overly vigorous cleaning may damage the surface.

Finally, the resurfacing product should be applied in accordance with the

manufacturer’s specifications:

Masking, surface priming and application of a minimum 4 mm self-levelling

polyurethane coating with matching coloured EPDM rubber granules to the

existing polyurethane full-pour surfacing base. Reinstatement of line marking.

Field item repairs and replacements, power wash and weed control as listed

under the project scope and in the Bills of Quantities.

comply with the specification. Failure to do so will result in the termination of

contract and the next successful bidder to be appointed.

5. VALIDITY PERIOD

The validity period for the advertisement after closure is 90 days. The city shall

have the right and power to extent any validity period beyond any initial validity

period set and subsequent extensions. SCM shall ensure that an extension of

validity is requested in writing from all bidders before the validity expiry date.

Extension of validity shall be finalised while the quotations/bids are still valid.

6. STAGES OF EVALUATION

This bid will be evaluated in the following THREE (3) stages:

Stage 1: Administrative Compliance

Stage 3: Preference Point System

6.1 ADMINISTRATIVE COMPLIANCE

Compulsory Returnable Documentation Submitted Checklist (Guide for

(Submission of (YES or NO) Bidder and the Bid

these are compulsory) Evaluation Committee)

• Tax compliance status PIN.

or

• Central Supplier Database (CSD)

(CSD) registration; or indicate their Master

Registration Number / CSD Number;

c) Confirmation that the bidding company’s rates Was a Municipal Account

and taxes are up to date: Original or copy of Statement or landlord letter

Municipal Account Statement of the Bidder provided for the bidding

(bidding company) not older than 3 months company? The name and / or

than ninety (90) days; or ,signed lease statement correspond with

agreement or In case of bidders located in CIPC document, Address on

informal settlement, rural areas or areas CSD or Company profile? Are

Taxes a letter from the local councillor not in arrears for more than 90

confirming they are operating in that area days?

d) In addition to the above, confirmation that all Was a Municipal Account

the bidding company’s owners / members / Statement or landlord letter

directors / major shareholders rates and taxes provided for the bidding

are up to date: • Original or copy of Municipal company? The name and / or

Account Statement of all the South African addresses of the bidder’s

based owners / members / directors / major statement correspond with

shareholders not older than 3 months and the CIPC document, Address on

account/s may not be in arrears for more than CSD or Company profile? Are

ninety (90) days; or a signed lease agreement all payment(s) up to date (i.e.

of owners / members / directors / major not in arrears for more than 90

shareholders or In case of bidders located in days?

informal settlement, rural areas or areas

Compulsory Returnable Documentation Submitted Checklist (Guide for

(Submission of (YES or NO) Bidder and the Bid

these are compulsory) Evaluation Committee)

Taxes a letter from the local councillor

confirming they are residing in that area

e) Duly Signed and completed MBD forms (MBD All documents fully completed

1, 4, 5, 8 and 9) The person signing the bid (i.e. no blank spaces)? All

behalf of the bidder. Where the signatory is not director / member / trustee as

a Director / Member / Owner / Shareholder of indicated on the CIPC

the company, an official letter of authorization document, alternatively a

or delegation of authority should be submitted delegation of authority would

completed in black ink (i.e. no

trustees, managers, principal shareholders, no other colour ink, or non-

or stakeholders of this company, declare submission of the MBD

any interest in any other related companies forms, will be considered)?

or business, whether or not they are

bidding for this contract. See Question 3.14

of MBD 4. Failure to declare interest will

result in a disqualification

f) Audited Financial Statements for the most Applicable for tenders above

recent three (3) years or Audited Financial R10m in conjunction with MBD

Statements from date of existence for 5)

companies less than three years old.

annual financial statements for the most recent statements provided (Audited

period, submit audited annual financial auditor) Or proof that the

prepare audited financial

signed annual financial statements for auditing

prepare audited financial statements.

g) Joint Ventures (JV) – (Only applicable when If applicable. JV agreement

the bidder tenders as a joint venture) Where provided? JV agreement

the bidder bids as a joint venture (JV), the complete and relevant?

by the relevant parties. partners of the JV.

NB: It is a condition of this bid that the

successful bidder will continue with the same

Joint Venture (JV) for the duration of the

contract unless prior approval is obtained from

the City.

h) Bidder attended a compulsory briefing session A compulsory briefing register

Bidders will be disqualified

should they fail to attend

compulsory briefing session

in pricing schedule and if not, all items are results in totals being

quoted the bidder will be disqualified). Unless

Compulsory Returnable Documentation Submitted Checklist (Guide for

(Submission of (YES or NO) Bidder and the Bid

these are compulsory) Evaluation Committee)

where the bidder only quoted the items or disqualified.

sections, they are interested in.

Bidder will be disqualified

should they make

corrections on the price

schedule without attaching a

signature or initialising

thereto.

Bidder will be disqualified

should they use tippex/

correction ink, on the price

schedule.

• Active CIDB grading level of 1CE or 1GB or higher.

• Valid Letter of Good Standing (i.e.COIDA, Department of Labour or any

other accredited Institutions)

• Provide a valid professional registration with South African Council for

the Project and Construction Management Professions (SACPCMP) as

Safety Officer or Safety representative

• Provide 1 or more contactable reference letters of completed similar

company’s letterhead)

• Attach a valid product certificate for synthetic surface, Rekortan M

6.3 PREFERENCE POINT SYSTEM

The preferential points to be used will be the 80/20 points system in

terms of the Preferential Procurement Policy Framework Act, 2000

(Act ) Regulations 2022.

• 80 points for price

• 20 points for specific goals

Specific goals 80/20 preference Proof of specific goals to be

point system submitted

BB-BEE score of companies Valid Certified copy of BBBEE

• Level 1 • 8 Points certificate. Sworn Affidavit for B-

• Level 2 • 7 Points BBEE qualifying small enterprise or

• Level 3 • 6 Points Exempt Micro Enterprises or CIPC

• Level 4 • 5 Points BBBEE certificate.

• Level 5 • 4 Points

• Level 6 • 3 Points

• Level 7 • 2 Points

• Level 8 • 1 Point

• Non-compliant • 0 Points

EME and/ or QSE 2 Points Valid Sworn affidavit for B-BBEE

qualifying small enterprise or Exempt

Micro Enterprises or CIPC BBBEE

certificate

At least 51% of Women-owned 2 Points Certified copy of Identity Document/s

companies and proof of ownership (Sworn

affidavit for B-BBEE qualifying small

enterprise or Exempt Micro

Enterprises, CIPC registration or any

other proof of ownership)

At least 51% owned companies 2 Points Medical Certificate with doctor’s

by People with disability details (Practice Number, Physical

Address, and contact numbers) and

proof of ownership (Sworn affidavit

for B-BBEE qualifying small

enterprise or Exempt Micro

Enterprises, CIPC registration or any

other proof of ownership

At least 51% owned companies 2 Point Certified copy of Identity Document/s

by Youth and proof of ownership (Sworn

affidavit for B-BBEE qualifying small

enterprise or Exempt Micro

Enterprises, CIPC registration or any

other proof of ownership

Local Economic Participation Municipal Account statement/Lease

• City of Tshwane 4 Points agreement.

• Gauteng 2 Points

• National 1 Point

7. PRICING SCHEDULE

SYNTHETIC ATHLETICS TRACK PART 1: PRELIMINARY & GENERAL

ITEM REF DESCRIPTION UNIT QTY RATE AMOUNT

SANS SECTION: PRELIMINARY AND

1200 A GENERAL

8.3 FIXED-CHARGE ITEMS

1.1.1 8.3.1 Contractual Requirements Sum 1 -

8.3.2 Establish Facilities on the Site:

PSA Stadium closure notification 1.1.2 No 3 8.3.2.1 boards

PSA 1.1.3 Facilities for Contractor Sum 1 8.3.2.2

1.1.4 8.3.3 Other fixed-charge obligations Sum 1 -

Remove Contractor's Site

1.1.5 8.3.4 establishment and waste on Sum 1

completion

8.4 TIME-RELATED ITEMS

1.1.6 8.4.1 Contractual Requirements Sum 1 -

Operation and maintenance 8.4.2 - of facilities on Site:

Facilities for Contractor for

PSA duration of construction, 1.2.1 Sum 1 - 8.4.2.2 except where otherwise

stated

Supervision for duration of 1.2.2 8.4.3 Sum 1 - construction

Company and head office

1.2.3 8.4.4 overhead costs for the Sum 1 -

duration of the contract

General Responsibilities and

1.2.4 8.4.5 other Time-Related Sum 1

Obligations

TOTAL CARRIED TO SUMMARY: PART 1 0.00

SYNTHETIC ATHLETICS TRACK PART 2: SYNTHETIC

SURFACING

ITEM REF DESCRIPTION UNIT QTY RATE AMOUNT

Importation of materials and PA- technical expertise for synthetic 18.1

surface:

Currency and Exchange rate for

Imported materials

Euro: R 21.00 / Euro

USD: R 18.00 / USD

Synthetic Surface Repairs

Grind 4 mm wear layer using an

2.1.1 SMG grinding machine or similar m2 114 -

approved

High pressure cleaning prior to

2.1.2 applying primer to exposed m2 114 -

synthetic surfacing

Masking of surrounding synthetic2.1.3 Sum 1 - surfacing and kerbing

Apply Synthetic primer (max. 0.08

kg/m2) using airless spray2.1.4 m2 114 - equipment, to exposed synthetic

surfacing after completely dry

4 mm Retopping, RAL 5010 Colour2.1.5 m2 114 - Dark Blue

2.1.6 h) UV Sealant RAL 5010 @ 0.3g/m2 m2 114 -

High pressure cleaning total2.1.7 m2 6625 - synthetic surfacing areas

Reinstate line markings where2.1.8 Sum 1 - applicable

TOTAL CARRIED TO SUMMARY: PART 2 0.00

SYNTHETIC ATHLETICS TRACK PART 3: FIELD ITEMS

ITEM REF DESCRIPTION UNIT QTY RATE AMOUNT

PB-2 Repairs of field items

PB- Currency and Exchange rate for

1.2 Imported materials

Euro: R 21.00 / Euro

USD: R 18.00 / USD

Synthetic Surface Repairs

Replace ±150 missing or broken

2.1.1 brackets of the inner perimeter Sum 1 -

demountable kerb

Fix loose distance indicator strips2.1.2 Sum 1 - on sliding rails

Replace missing distance indicator2.1.3 Sum 1 - strips on sliding rails

Replace missing pole vault box

2.1.4 cover (to include 20 mm surfacing Sum 1 -

depth)

Replace steeple chase hurdle top2.1.5 Sum 1 - bar

Repair / Replace hammer throw2.1.6 Sum 1 - cage netting (UV Resistant)

Synthetic Surface Respray

UV spray RAL 5010 (Dark Blue) M2 5175 2.1.1 - UV RAL 7011 (grey) M2 1450

re-painting of all the line 2.1.2 Sum 1 - markings and stenciling

TOTAL CARRIED TO SUMMARY: PART 3 0.00

SUMMARY OF SCHEDULES

AMOUNT

PART

R C

PART 1: PRELIMINARY & GENERAL

PART 2: SYNTHETIC SURFACING

PART 3: FIELD ITEMS

SUB TOTAL

VAT @ 15 %

TOTAL INCLUDING 15 % VAT

NB: THE CITY RESERVES THE RIGHT TO INCREASE OR DECREASE THE QUANTITIES OF PRODUCTS OR

SERVICES SUBJECT TO BUDGET AVAILABILITY.

8. MARKET ANALYSIS

The city of Tshwane reserves the right to conduct market analysis. Should the city

exercise this option, where a tenderer offers a price that is deemed not to be viable to

tenderer if they will be able to deliver on the price, if a tenderer confirm that they

cannot, the tenderer will be disqualified based on being non-responsive. If they confirm

that they can deliver, a tight contract to mitigate the risk of non-performance will be

entered into with the service provider. Further action on failures by the supplier to

deliver will be handled in terms of the contract including performance warnings and

listing on the database of restricted suppliers.

The city further reserves the right to negotiate a market related price with a tenderer

scoring the highest points. If the tenderer does not agree to a market-related price, the

city reserves the right to negotiate a market-related price with the tenderer scoring the

second highest points, if the tenderer scoring the second highest points does not agree

to a market-related price, negotiate a market-related price with the tenderer scoring

the third highest points. If a market-related price is not agreed, the city reserves the

right to cancel the quotation.

MBD1