Supply and delivery of calibration gas cylinders to gaw cape point laboratory (RFQ up to r500 000)

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Briefing session: Date: N/A, Time: N/A, Venue: N/A, Compulsory: N/A.

{"name":null,"email":"[email protected]","phone":null,"department":"South African Weather Service","address":"llowing section must be completed by the bidder. Failure to do so may result in the offer being rejected."}

Returnable Documents: Pricing Schedule ......................................................................................................... Annexure G

Bidders must be registered on the Central Supplier Database (CSD) and provide CSD number. Must submit completed and signed Annexure A (Invitation to Bid), SBD 3.1 Pricing Schedule (Annexure G), SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim Form) if claiming points, and valid B-BBEE certificate or sworn affidavit. Tax matters must be in order (SARS Tax Compliance Status PIN or CSD number). Bidders must not be persons in the service of the state. Foreign suppliers must complete the foreign supplier questionnaire. Joint ventures/consortia must submit a signed teaming agreement.

Appointment of a service provider to supply operational gases for research grade instruments utilized at

the Cape Point Global Atmospheric Watch (GAW) station at Cape Point.

The South African Weather Service (SAWS) is a public entity of the Department of Forestry, Fisheries and

the Environment (DFFE) and derives its mandate from the South African Weather Service Act (No as amended). The public entity is listed as a Schedule 3A Public Entity in terms of the Public Finance

Management Act (PFMA).

SAWS is tasked with providing timely and accurate scientific data in the field of meteorology to the

broader South African society: a combination of both public good and commercial services. The

organisation plays a vital role in South African public life, not just as a provider of key services, but also in

empowering citizens to adapt the effects of the ever-changing weather.

The SAWS operates and manages one of the 31 Global Atmosphere Watch stations which is a worldwide

observing system of the World Meteorological Organisation (WMO) established to monitor trends in the

s of the chemical composition and

physical properties of the atmosphere on global and regional scales. Operational gases are required for

the running of certain instruments. The cylinders must be delivered to the GAW Cape Point Laboratory

and will be kept on site for a maximum period of 6 months every time, cylinders must be collected again

after 6 months or when requested from the SAWS.

Email: [email protected]

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Template: Request for quotation up to R500 000 - Annexure A

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Template: Request for quotation up to R500 000 - Annexure A

[A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE / SWORN AFFIDAVID (FOR EMES & QSEs) MUST BBE

Submitted in order to qualify for points claimed]

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Template: Request for quotation up to R500 000 - Annexure A

Is the entity a resident of the republic of south africa (RSA)? yes NO

Does the entity have a branch in the RSA? yes NO

Does the entity have a permanent establishment in the RSA? yes NO

Does the entity have any source of income in the RSA? yes NO

Is the entity liable in the RSA for any form of taxation? Yes NO

If the answer is “NO” to all of the above, then IT is not a requirement to register for a tax

Compliance status system pin code from the south african revenue service (SARS) and if

Not register as per 2.3 Below.

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Template: Request for quotation up to R500 000 - Annexure A

page of the RFQ.

1.7. The South African Weather Service (SAWS) is not bound to accept any of the offers submitted and

reserves the right to:

1.7.1 Reject bids that are not according to Specifications / Terms of Reference;

1.7.2 Reject bids with incomplete standard bidding documents (SBD’s);

1.7.3 Request further information from any bidder after the closing date of the bid for clarity purposes;

1.7.4 Conduct site inspection/s to verify the infrastructure of bidders before final selection and award;

1.7.5 Not to award the bid if the bid price is not market related;

1.7.6 Not to award the bid to a bidder whose tax matters have not been declared by the SARS to be in

order;

1.7.7 Reject a bid if the bidder has committed a proven corrupt or fraudulent act in competing for any

contract;

1.7.8 Award the bid in totality to one or partially to more than one bidder;

1.7.9 Conduct reference / background checks on bidders and / or individuals to, among other things,

verify information provided by a bidder, confirm a firm’s existence and track record, identify its

owners and affiliations or verify an individual’s educational and professional credentials.

1.8. The South African Weather Service may, prior to award of the bid, cancel the bid if:

1.8.1. Due to changed circumstances, there is no longer a need for the goods or services requested;

1.8.2. Funds are no longer available to cover the total envisaged expenditure;

1.8.3. No acceptable tenders are received;

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Template: Request for quotation up to R500 000 - Annexure A

1.8.4. Due to material irregularities in the tender process.

1.9. Any effort or attempt by a bidder to influence the award decision in any matter may result in the

rejection of the bid.

1.10. Costs incurred by the bidder in respect of attending any briefing / information / site visit /

presentation will be borne by the bidder and the South African Weather Service will not be liable to

reimburse such costs incurred by the bidder or his/her representative/s.

1.11. Cost incurred by the bidder in preparing and submission of any bid proposal will be borne by the

bidder and the South African Weather Service will not be liable to reimburse such costs incurred by

the bidder of his/her representative/s.

1.12. The South African Weather Service shall on receipt of any proposal relating to this bid become the

owner thereof and shall not be obliged to return any proposal.

1.13. The bidders shall indemnify the South African Weather Service against all third-party claims of

infringement of patent, trademark, or industrial design rights arising from the use of the goods or

any part thereof by the South African Weather Service.

1.14. The South African Weather Service reserves the right to request a bidders latest audited financial

statements prior to the award of the bid in order to ascertain financial stability of the bidder. Failure

by a bidder to provide such information upon request may result in the rejection of the bid submitted

by the bidder.

1.15. Subcontracting: Tenderers or contractors must submit proof of subcontracting between the main

tenderer and the subcontractor. Proof of subcontracting arrangement may include a subcontracting

agreement between the main tenderer and the subcontractor.

1.16. The SAWS reserves the right to request final presentation only to the short listed bidders to the

evaluation committee. The shortlisted service providers will be subjected to present their service

offering in line with the bid requirements/scope of work. The SAWS might also conduct site visit to

ensure the firm existence and validate the firm’s proposed capacity/employees and administration

office.

1.17. The service provider must have duly approved operational premises with the necessary

infrastructure to provide services and relevant accreditation by the relevant body. Before the

awarding of the tender a due diligence site visit will be carried out at the premises of the service

provider.

1.18. Supplier Performance Management is viewed by the SAWS as critical component in ensuring value

for money acquisition and good supplier relations between the SAWS and all its suppliers. The

successful bidders shall upon receipt of written notification of an award, be required to conclude a

tool to measure, monitor and assess the supplier‘s performance level and ensure effective delivery

of service, quality and value-add to SAWS’s business. Successful bidders are required to comply with

the above condition, and also provide a scorecard on how their product / service offering is being

measured to achieve the objectives of this condition.

1.19. The SAWS respects your privacy and acknowledge that your submission/s will contain personal

details, which may belong to you, others and / or to your company (Personal Information). By sending

us your submissions, you expressly give us consent to process and further process the Personal

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Template: Request for quotation up to R500 000 - Annexure A

......................................................................................................... hereby declare that I have read and

understood the contents and conditions of this bid and certify that the information furnished is true

and correct. I accept that, in addition to cancellation of a contract, action may be taken against me

should the information provided prove to be false.

Signature: ..................................................................

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

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Pricing schedule goods : annexure g

Sbd3.1

Name of bidder: .............................................................................................................................................

1. Pricing schedule

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Pricing schedule goods : annexure g

1.2 Does offer comply with specification? YES *NO

• If NO, please specify

1.3 Period required for delivery of above item/s after

acceptance of offer: ........................................................

1.4 Any other costs not included in the above price? *YES NO

• If YES, please specify

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Pricing schedule goods : annexure g

1.5 Price adjustments

1.5.1 Non-firm prices subject to escalation

1.5.1.1 In cases of period contracts, non firm prices will be adjusted (loaded) with the assessed

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Pricing schedule goods : annexure g

1.5.1.4 Furnish a breakdown of your price in terms of above-mentioned formula. The total of the

Various factors must add up to 100%.

FACTOR PERCENTAGE OF BID PRICE (D1, D2 etc. eg. Labour, transport etc.)

1.5.2 Prices subject to rate of exchange variations

1.5.2.1. Please furnish full particulars of your financial institution, state the currencies used in the conversion of the prices of the

items to South African currency, which portion of the price is subject to rate of exchange variations and the amounts remitted

abroad.

All prices must be in South African rand value and must be inclusive of VAT.

1.1 The total price quoted must be indicated next to each item below.

Item Description Quantity Price (VAT Inclusive)

Supply and delivery of Argon in 50L cylinder as

per requirement for item 1 in Annexure H 6

Supply and delivery of Helium in 50L cylinder as

2 per requirement for item 2 in Annexure H 6

Supply and delivery of Nitrogen 5.0 in 50L cylinder

3 as per requirement for item 3 in Annexure H 8

Supply and delivery of Zero Air in 50L cylinder as

4 per requirement for item 4 in Annexure H 2

Total

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Pricing schedule goods : annexure g

1.2 Does offer comply with specification? YES *NO

• If NO, please specify

1.3 Period required for delivery of above item/s after

acceptance of offer: ........................................................

1.4 Any other costs not included in the above price? *YES NO

• If YES, please specify

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Pricing schedule goods : annexure g

1.5 Price adjustments

1.5.1 Non-firm prices subject to escalation

1.5.1.1 In cases of period contracts, non firm prices will be adjusted (loaded) with the assessed

Contract price adjustments implicit in non firm prices when calculating the comparative

Prices

1.5.1.2 In this category price escalations will only be considered in terms of the following formula:

 R1t R 2t R 3t D 4t  Pa = (1 − V )Pt  D1 + D 2 + D3 + D 4  + VPt

 R1o R 2o R 3o D 4o 

Where:

Pa = The new escalated price to be calculated.

(1-V)Pt = 85% of the original bid price. Note that Pt must always be the original bid price and

not an escalated price.

D1, D2.. = Each factor of the bid price eg. labour, transport, clothing, footwear, etc. The total of

the various factors D1,D2...etc. must add up to 100%.

R1t, R2t...... = Index figure obtained from new index (depends on the number of factors used).

R1o, R2o = Index figure at time of bidding.

VPt = 15% of the original bid price. This portion of the bid price remains firm i.e. it is not

subject to any price escalations.

1.5.1.3 The following index/indices must be used to calculate your bid price:

Index.......... Dated.......... Index.......... Dated.......... Index.......... Dated..........

Index.......... Dated.......... Index.......... Dated.......... Index.......... Dated..........

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Pricing schedule goods : annexure g

1.5.1.4 Furnish a breakdown of your price in terms of above-mentioned formula. The total of the

Various factors must add up to 100%.

FACTOR PERCENTAGE OF BID PRICE (D1, D2 etc. eg. Labour, transport etc.)

1.5.2 Prices subject to rate of exchange variations

1.5.2.1. Please furnish full particulars of your financial institution, state the currencies used in the conversion of the prices of the

items to South African currency, which portion of the price is subject to rate of exchange variations and the amounts remitted

abroad.

Amount in portion of foreign particulars of financial price item NO price currency rate currency institution subject to remitted roe abroad

ZAR=

ZAR=

ZAR=

ZAR=

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Pricing schedule goods : annexure g

1.5.2.2 Adjustments for rate of exchange variations during the contract period will be calculated by using the average monthly

exchange rates as issued by your commercial bank for the periods indicated hereunder: (Proof from bank required)

Date from which date until which date documentation average monthly exchange rates for the new calculated new calculated must be submitted period: prices will become price will be to this office effective effective

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Template: RFQ Specifications for goods Annexure H

Annexure H

RFQ Specifications for goods

Operational gases for the Global Atmospheric Watch station at Cape Point

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Template: RFQ Specifications for goods Annexure H

ZAR=

ZAR=

ZAR=

ZAR=

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Pricing schedule goods : annexure g

1.5.2.2 Adjustments for rate of exchange variations during the contract period will be calculated by using the average monthly

exchange rates as issued by your commercial bank for the periods indicated hereunder: (Proof from bank required)

Date from which date until which date documentation average monthly exchange rates for the new calculated new calculated must be submitted period: prices will become price will be to this office effective effective

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Template: RFQ Specifications for goods Annexure H

SBD 3.1 for goods (Pricing Schedule)

submission of incomplete Pricing Schedule (Annexure

G) will result in the disqualification of a bidder.

SBD 4 ( ) Completed and signed

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Template: RFQ Specifications for goods Annexure H

4.1 SAWS hereby invite bidders to bid for the supply of the following goods listed below. Item number: 1 Item description: Supply and delivery of Argon in 50L cylinder. Quantity required: 6 Technical Argon (Ar) gas 50L cylinders specification: Ultra-high purity, 99.99+% Required for research grade instrumentation Other non-technical First 3 cylinders to be delivered to Cape Point within 2 weeks from date of requirements appointment of service provider and collected after 6 months during which the next 3 cylinders should be delivered. Collection after a further 6 months. Rental for 3 cylinders for 6 months and another 3 cylinders for 6 months. Public Document: Document Template Reference: SCM-CFO-TEMP-001 of 7 Template: RFQ Specifications for goods Annexure H Item number: 2 Item description: Supply and delivery of Helium in 50L cylinder. Quantity required: 6 Technical Helium (He) gas 50L cylinders specification: 99.99+% purity Required for research grade instrumentation Other non-technical First 3 cylinders to be delivered to Cape Point within 2 weeks from date of requirements appointment of service provider and collected after 6 months during which time the next 3 cylinders should be delivered. Collection after a further 6 months. Rental for 3 cylinders for 6 months and another 3 cylinders for 6 months. Item number: 3 Item description: Supply and delivery of Nitrogen 5.0 in 50L cylinder. Quantity required: 8 Technical Nitrogen 5.0 (N2) gas - 50L cylinders specification: 99.99+% purity Required for research grade instrumentation Other non-technical First 4 cylinders to be delivered to Cape Point within 2 weeks from date of requirements appointment of service provider and collected after 6 months during which time the next 4 cylinders should be delivered. Collection after a further 6 months. Rental for 4 cylinders for 6 months and another 4 cylinders for 6 months. Item number: 4 Item description: Supply and delivery of Zero Air in 50L cylinder. Quantity required: 2 Technical Zero air 50L cylinders specification: High purity Balance in N2 20.9% O2 Required for research grade instrumentation Other non-technical First cylinder to be delivered to Cape Point within 2 weeks from date of requirements appointment of service provider and collected after 6 months during which time the next cylinder should be delivered. Collection after a further 6 months. Rental for 1 cylinder for 6 months and another 1 cylinder for 6 months. Public Document: Document Template Reference: SCM-CFO-TEMP-001 of 7 Template: RFQ Specifications for goods Annexure H 4.2 Delivery address The above goods must be delivered to the South African Weather Service at the following address: The cost of delivery must be included in the bid price. Please take note that ONLY a smaller delivery vehicle can access the service road at the Cape Point Laboratory. Gas cylinders can be brought to the main parking area at Cape Point with a truck but an additional smaller delivery vehicle will be required to transport gas cylinders to the Laboratory. Global Atmospheric Watch - (Location available on Google Maps) Cape Point Nature Reserve Cape Town Western Cape 5 EVALUATION OF BIDS 3 phases as mentioned below: Phase 1: SCM compliance requirements Phase 2: Compliance with technical requirements Phase 3: Price and Specific Goals 5.1 Phase 1: SCM Compliance requirements RFQs received will be verified for completeness and correctness. SAWS reserve the right to accept or reject a RFQ based on the completeness and correctness of the documentation and information provided. Bidders are to ensure that they submit the following documentation / information with their RFQ. Document Comments Proof of registration on the Central Supplier Bidders must be registered on the CSD. CSD Database (CSD) of National Treasury registration number must be provided. Request for Invitation (Annexure A) Completed and signed Completed Bidders must note that the non-submission or SBD 3.1 for goods (Pricing Schedule) submission of incomplete Pricing Schedule (Annexure

will result in the disqualification of a bidder. SBD 4 ( ) Completed and signed Public Document: Document Template Reference: SCM-CFO-TEMP-001 of 7 Template: RFQ Specifications for goods Annexure H Document Comments Completed and signed if points are claimed (A valid B-BBEE certificate, sworn affidavit, or relevant SBD 6.1 (Preference Points Claim Form) supporting documentation will be used to claim specific goals.) SARS (South African Revenue Service) Tax Bidders tax matters must be in order Compliant Valid and compliant original B-BBEE and/or certified BBBEE Certificate copies of Sworn Affidavit must be submitted for any points claimed Bidders who comply with the above requirements will be considered for further evaluation. 5.2 Phase 2: Compliance with technical requirements The table/s below will be used by SAWS to verify compliance with the technical requirement/s for each of the item/s. Bidders must indicate next to each of the technical specifications whether their product offered to SAWS comply with each of the technical specifications for each item/s next to each of the technical specifications for each of the items will lead to the bidder being disqualified. Item number: 1 Item description: Supply and delivery of Argon (Ar) gas (6 cylinders in total) Technical specification Comply Yes / No Argon (Ar) gas 50L cylinders Ultra-high purity, 99.99+% Required for research grade instrumentation Delivery and collection split into two separate, six-month periods Total of 6 cylinders - rental for 3 cylinders for 6 months and another rental for 3 cylinders for 6 months Public Document: Document Template Reference: SCM-CFO-TEMP-001 of 7

B-BBEE Minimum Level: 1

Points Allocation: 3 points

B-BBEE Details: P-TEP-005

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Template: Request for quotation up to R500 000 - Annexure A

Part a

Invitation to bid

You are hereby invited to bid for requirements of south african weather service

1 supplier information

The following section must be completed by the bidder. Failure to do so may result in the offer being rejected.

Name of

Bidder

Postal

Address

Street address

Telephone

Number code number

Cellphone

Number

Facsimile

Number code number

E-mail address

VAT

Registration

Number

Supplier tax central

Compliance compliance supplier

Or

Status system pin: database

No: MAAA

B-bbee status tick applicable box] b-bbee status [tick applicable box]

Level level sworn

Verification affidavit

CERTIFICATE Yes No Yes No

[A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE / SWORN AFFIDAVID (FOR EMES & QSEs) MUST BBE

Submitted in order to qualify for points claimed]

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Template: Request for quotation up to R500 000 - Annexure A

Are you the

Accredited

Are you a foreign

Representative

Based supplier for

In south

The goods

AFRICA FOR THE Yes No

/Services /works

GOODS Yes No

Offered?

/Services [if yes, answer the

/Works [if yes enclose proof] questionnaire below]

Offered?

Questionnaire to bidding foreign suppliers

Is the entity a resident of the republic of south africa (RSA)? yes NO

Does the entity have a branch in the RSA? yes NO

Does the entity have a permanent establishment in the RSA? yes NO

Does the entity have any source of income in the RSA? yes NO

Is the entity liable in the RSA for any form of taxation? Yes NO

If the answer is “NO” to all of the above, then IT is not a requirement to register for a tax

Compliance status system pin code from the south afri

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 and 3

the Cape Point Global Atmospheric Watch (GAW) station at Cape Point.

2 introduction

The South African Weather Service (SAWS) is a public entity of the Department of Forestry, Fisheries and

the Environment (DFFE) and derives its mandate from the South African Weather Service Act (No as amended). The public entity is listed as a Schedule 3A Public Entity in terms of the Public Finance

Management Act (PFMA).

broader South African society: a combination of both public good and commercial services. The

organisation plays a vital role in South African public life, not just as a provider of key services, but also in

empowering citizens to adapt the effects of the ever-changing weather.

3 background

The SAWS operates and manages one of the 31 Global Atmosphere Watch stations which is a worldwide

observing system of the World Meteorological Organisation (WMO) established to monitor trends in the

s of the chemical composition and

physical properties of the atmosphere on global and regional scales. Operational gases are required for

the running of certain instruments. The cylinders must be delivered to the GAW Cape Point Laboratory

and will be kept on site for a maximum period of 6 months every time, cylinders must be collected again

after 6 months or when requested from the SAWS.

4 requirement

4.1 SAWS hereby invite bidders to bid for the supply of the following goods listed below.

Item number: 1

Item description: Supply and delivery of Argon in 50L cylinder.

Quantity required: 6

Technical Argon (Ar) gas 50L cylinders

specification: Ultra-high purity, 99.99+%

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]

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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: ...............................................................

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

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

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

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Pricing schedule goods : annexure g

Validity Period: 60 Calendar days after the closing date.

Bidders must be registered on the Central Supplier Database (CSD) and provide CSD registration number. Completed and signed Annexure A (Invitation to Bid), SBD 3.1 Pricing Schedule, SBD 4, SBD 6.1 if claiming points, SARS Tax Compliant status, and valid B-BBEE certificate or sworn affidavit for points claimed. Non-submission or incomplete pricing schedule will result in disqualification.

Preference points will be awarded in terms of the Preferential Procurement Policy Framework Act. Bidders must submit a preference points claim form (Annexure F) and a B-BBEE status level verification certificate or sworn affidavit (for EMEs & QSEs) to qualify for points claimed. The 80/20 or 90/10 preference point system may apply, as stipulated in the tender documents. Bidders must indicate how they claim points for each preference point.