Once-off plumbing services – irene weather office (RFQ 4594/26) – south african weather service

Submissions: [email protected]

Enquiries (in writing): SCM: Acquisition Department, South African Weather Service, [email protected]

Submission channel: bids must be emailed to [email protected] before the closing date and time. Late bids are not considered.

Returnable documents (all must be completed, signed and submitted on the official forms, not re-typed):

• Annexure A (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• SBD 4 (Bidder's Disclosure): discloses any connection to the state or the procuring institution; false disclosure disqualifies the bid.
• SBD 6.1 (Preference Points Claim): claims B-BBEE preference points under the 80/20 system.
• SBD 3.3 (Pricing Schedule for Services): ceiling price and cost breakdown.
• POPIA Supplier Notice and Consent form: consents to processing of personal information.
• Tax compliance proof: SARS PIN or CSD number.
• B-BBEE certificate or sworn affidavit (for EMEs and QSEs) to qualify for points claimed.
• Joint ventures, consortia, trusts or partnerships must submit a signed teaming agreement.
• Subcontracting arrangements must be supported by a subcontracting agreement.

Disqualification risks:

• Incomplete standard bidding documents.
• Bids not according to specifications.
• Attempts to influence the award decision.
• Proven corrupt or fraudulent acts.
• Failure to provide requested audited financial statements.
• Bids from persons in the service of the state, or companies/close corporations with such directors or members.

Other requirements:

• Initial all pages of the bid.
• The successful bidder must sign a written contract form (SBD 7).
• Bidders must have approved operational premises with relevant accreditation; a due diligence site visit will be conducted before award.
• Shortlisted bidders may be required to present their service offering and undergo a site visit.
• Successful bidders must conclude an SLA with SAWS and provide a performance scorecard.

Bids must be submitted on the official forms provided (not re-typed). Initial all pages.

The successful bidder must sign a written contract form (SBD 7).

Joint ventures, consortia, trusts or partnerships must submit a signed teaming agreement.

Preference point system: 80/20. Price carries 80 points, specific goals 20 points, total 100.

Price points: calculated using the formula Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt is the tender price and Pmin the lowest acceptable price.

Specific goals (B-BBEE status level points):

• Level 1: 20
• Level 2: 18
• Level 3: 14
• Level 4: 12
• Level 5: 8
• Level 6: 6
• Level 7: 4
• Level 8: 2
• Non-compliant: 0

Failure to submit proof or documentation for specific goals means those points are not claimed.

Evaluation stages:

• SAWS may shortlist bidders and require a final presentation to the evaluation committee.
• Reference and background checks may be conducted on bidders and individuals.
• Site inspections may verify infrastructure and firm existence.
• SAWS may request audited financial statements to ascertain financial stability.
• SAWS is not bound to accept any offer and may cancel the bid if needs change, funds are unavailable, no acceptable tenders are received, or material irregularities occur.

Scope: once-off plumbing service at the Irene weather service.

No further technical specifications, quantities, standards or service levels are stated in the document.

No specific quality management requirements are stated beyond the general requirement that the service provider must have approved operational premises, necessary infrastructure and relevant accreditation. A due diligence site visit will be carried out before award.

All prices in South African rand, inclusive of VAT.

Bidders must state a ceiling price covering the total estimated time for completion of all phases and all expenses.

Provide a cost breakdown of the ceiling price by component (VAT inclusive).

Indicate the period required for commencement after acceptance.

State whether rates are firm for the full project period; if not, give the adjustment basis (e.g. CPI).

Pricing format: all prices in South African rand, inclusive of VAT.

Bidders must indicate a ceiling price based on the total estimated time for completion of all phases, including all expenses inclusive of VAT.

Provide a cost breakdown of the ceiling price, showing each cost component (VAT inclusive).

State the period required for commencement of the project after acceptance of the bid.

State whether rates are firm for the full period of the project; if not, provide the basis for adjustments (e.g. CPI).

Payment: SAWS will settle invoices within 30 days of receipt, unless otherwise agreed.

SAWS may request audited financial statements before award to verify financial stability.

Tax compliance: submit a SARS Tax Compliance Status PIN, or a printed TCS certificate, or a CSD number if registered on the Central Supplier Database. Each party in a consortium, joint venture or subcontracting arrangement must submit a separate TCS certificate/PIN/CSD number.

State service prohibition: no bids from persons in the service of the state, companies with directors who are, or close corporations with members who are.

Foreign suppliers: if not resident, without a branch, permanent establishment, source of income or tax liability in South Africa, complete the foreign supplier questionnaire in Annexure A; SAWS will submit the completed document to SARS for confirmation of tax obligations.

B-BBEE: submit a valid B-BBEE certificate or sworn affidavit (for EMEs and QSEs) to claim preference points.

Returnable forms: SBD 4 (Declaration of Interest), SBD 6.1 (Preference Points Claim), SBD 3.3 (Pricing Schedule), POPIA consent form, and the signed Invitation to Bid cover page.

SAWS is not bound to accept any offer and may reject bids not according to specifications, with incomplete standard documents, or where the price is not market related. It may also reject bids for proven corrupt or fraudulent acts, or where tax matters are not in order.

SAWS may cancel the bid before award if needs change, funds are unavailable, no acceptable tenders are received, or material irregularities occur.

Bidders indemnify SAWS against third-party claims of infringement of patent, trademark or industrial design rights.

SAWS may request audited financial statements to ascertain financial stability.

Subcontracting arrangements must be proven with a subcontracting agreement.

Shortlisted bidders may be required to present their service offering and undergo a site visit.

Successful bidders must conclude an SLA with SAWS, which will be used to measure, monitor and assess performance.

Payments to creditors will be settled within 30 days from receipt of invoice.

Bidders bear all costs of attending briefings, site visits and preparing submissions.

Service provider must have duly approved operational premises with necessary infrastructure and relevant accreditation.

A due diligence site visit will be carried out at the premises before award.

Supplier performance management is critical; successful bidders must conclude an SLA and provide a scorecard on how their service offering is measured.

Tax compliance: SARS PIN, TCS certificate or CSD number; each consortium/joint venture/subcontractor party must submit separately.

No bids from persons in the service of the state or entities with such directors/members.

Foreign suppliers with no SA tax obligations must complete the Annexure A questionnaire; SAWS will forward it to SARS if award is recommended.

Bidders must have approved operational premises, infrastructure and relevant accreditation; a due diligence site visit will be conducted before award.

Successful bidders must conclude an SLA and provide a performance scorecard.

80/20 preference point system: 80 points for price, 20 for specific goals (B-BBEE status).

Price points formula: Ps = 80(1 - (Pt - Pmin)/Pmin).

Specific goal points per B-BBEE level as listed.

Failure to submit proof for specific goals means those points are not claimed.

SAWS may shortlist and require presentations, conduct reference/background checks and site visits.