scored and bidders who fail to comply with all the mandatory criteria will be disqualified 5.1 Bidders are required to be registered on the Central Supplier Database and the
Department of Rural Development and Land Reform shall verify the bidder’s tax compliance status through the Central Supplier Database. Where Consortia / Joint Ventures / Sub-contractors are involved, each party must be registered on the Central Supplier Database and their tax compliance status will be verified through the Central Supplier Database. It is therefore a condition of this bid that the tax matters of the bidder
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TERMS OF REFERENCE FOR THE APPOINTMENT OF A SERVICE PROVIDER TO RENDER THE CASH COLLECTION SERVICES FOR THE DEEDS REGISTRATION BRANCH FOR THE PERIOD 36 MONTHS.
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be in order at any point in time from the closing date of the bid. This bid will only be awarded to a bidder(s) whose tax status on Central Supplier Database is compliant.
5.2 Copy of company registration certificate obtainable from PSIRA relevant to the cash in transit project.
5.3 Copy of the valid letter of good standing from Private Security Industry Regulatory Authority (PSIRA) (Not older than 6 months).
5.4 Copy of PSIRA certificate(s) of all members/ Directors/Owners Registered as grade A/B and C Security officers.
5.5 The Service Provider must submit the existing cover for Public Liability insurance policy from a reputable insurance company or submit documentary proof/ letter of intent/Quotation from registered insurers. The cover should be of the minimum value of R 1000 000 for the duration of the contract.
5.6. Footprint in the specified office locations (provide addresses where the offices are located) 5.7. Failure to attend the compulsory briefing session will disqualify bidder’s proposal.
5.8 Valid letter for tender purposes or certificate of compliance for Unemployment Insurance Fund obtainable from the Department of Labour (Not older than 12 months and still valid) 5.9 Valid letter for tender purposes or letter of good standing for Compensation for
Occupational Injuries Disease Act (COIDA) 1993 obtainable from the Department of Labour. (Not older than 12 months and still valid)
6. BID EVALUATION PROCESS
6.1 Only bidders who have complied with mandatory requirements will be evaluated for functionality. Bidders must, as part of their bid documents, submit supportive documentation for all functional requirements as indicated hereunder. The Bid Evaluation Committee (BEC) responsible for scoring the respective bids will evaluate and score all bids based on their submissions and the information provided.
The value scored for each criterion will be multiplied with the specified weighting for the relevant criterion to obtain the marks scored for each criterion. These marks will be added and expressed as a fraction of the best possible score for all criteria.
Functionality will be evaluated on the basis of the supporting documentation supplied by the bidders in accordance with the below functionality criteria and values.
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TERMS OF REFERENCE FOR THE APPOINTMENT OF A SERVICE PROVIDER TO RENDER THE CASH COLLECTION SERVICES FOR THE DEEDS REGISTRATION BRANCH FOR THE PERIOD 36 MONTHS.
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This bid shall be evaluated in two stages. On first stage bids will be evaluated on functionality whereas on second stage evaluation will be done in accordance with 80/20 preference points system as stipulated below.
The evaluation of the functionality will be evaluated individually by Members of Bid Evaluation Committee in accordance with the below functionality criteria and values.
The applicable values that will be utilized when scoring each criteria ranges from: 1 being poor, 3 Good, and 5 excellent.
EVALUATION CRITERIA
GUIDELINES FOR CRITERIA APPLICATION WEIGHT 1. ABILITY AND
CAPABILITIES
Company experience: experience of the company in cash in transit.
(Reference letter/ testimonials from client-company that the company is managing or has previously managed must be attached. The letter must strictly be from the client company and must contain address of the premises)
NB: The content of the reference letters/testimonials must indicate the type of services rendered, period and value of the project.
Contracts, Service Level Agreements, Appointment Letters and Purchase Orders will not be considered as proof of experience.
20
60
Details of the project team (Project Manager, liaison officers, security officials. etc.) per office to be utilized in the execution of the contract (Personnel skills and experience in the cash collection services) please attach detailed personnel CVs with skill(s) experience/qualification(s) relating to service.(fire arms license and personnel competency certificate and duly authorized in terms of the firearms act, 60 of 2000)
30
Bidder’s Protective clothing in line with the Occupational Health Safety Act (attach uniform pictures with Company Logo and other related protective clothing)
10
2.
METHODOLOGY
Detailed broad methodologies in line with the cash collection task descriptions out lined under the project scope, proposed work
schedule/duty sheet/work plan with clear milestone, orientation plan and timeframes for each task to be completed.
Indicate the ability to keep financial historical information for a minimum period of three months on the electronic banking system.
Flexibility in customer service/ contingency plan in terms of turnaround times with regard to problem solving.
Security devises e.g. transportation and collection devises.
40 40
TOTAL POINTS ON FUNCTIONALITY MUST ADD TO 100 100
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5 1
Scoring Criterion
1. Poor 3. Good 5. Excellent
Company experience: experience of the firm in Cash collection industry (reference letter (s) under the client-company letter head must be attached)
Anything less column 3 2-3 years of experience with
value above R1m- R1.5m Anything above column 3
Details of the project team (Project Manager, liaisonofficers, security officials. etc.) per office to be utilized in the execution of the contract (Personnel skills and experience in the cash collection services) please attach personnel CVs with skill(s) experience/qualification(s) relating to service
Anything less column 3 2-3 years’ project manager experience in cash in transit 2-3 years’ Liaison officer experience in cash in transit 3-4 years’ Security officials experience in cash in transit
Anything above column 3
Bidder’s Protective clothing in line with the Occupational Health Safety Act (attach uniform pictures with Company Logo and other related protective clothing)
No Pictures or irrelevant
Bidders providing pictures of the following:
Protective clothing
in line with the Occupational Health Safety ActBidders providing
pictures of the following:
Personnel Protective Equipment with company insignia
Detailed broad methodologies in line with the cash collection task descriptions out lined under the project scope, proposed work schedule/duty
sheet/work plan with clear milestone, orientation plan and timeframes for each task to be completed.
Indicate the ability to keep financial historical
information for a minimum period of three months on the electronic banking system.
Flexibility in customer service/contingency plan in terms of turnaround times with regard to problem solving.
Security devises eg transportation and collection devises.
No Information at all or irrelevant
project scope, proposed work schedule/duty sheet/work plan Clear milestones
Replenishment of consumables
Clear contingency plan Mitigation during strikes/
challenges that might arise
Reporting structure
2
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6.2 All Service Providers who will score less than sixty (60) out of hundred (100) points for functionality, will not be considered further and will be regarded as submitting a non-responsive proposal and will be disqualified.
6.3 Second Stage –Evaluation in terms of 80/20 preference points System Only bids that were compliant during the first phase will be evaluated further in accordance with the 80/20 preference points system
6.4 Calculating of points for B-BBEE status level of contribution
Points will be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table below:
B-BBEE Status Level of Contributor Number of Points
1 20
2 18
3 14
4 12
5 8
6 6
7 4
8 2
Non-compliant contributor 0
6.5 Bidders are required to complete the preference claim form (SBD 6.1), and submit their original and valid B-BBEE status level verification certificate or a certified copy thereof or a sworn affidavit at the closing date and time of the bid in order to claim the B-BBEE status level point. The points scored by a bidder in respect of the level of B-BBEE contribution will be added to the points scored for price.
6.6 Only bidders who have completed and signed the declaration part of the preference claim form and who have submitted a B-BBEE Verification Certificate from a Verification Agency accredited by the South African Accreditation System (SANAS), or a Registered Auditor approved by the Independent Regulatory Board of Auditors (IRBA) or a sworn affidavit confirming annual turnover and level of black ownership in case of an EME and QSE together with the bid will be considered for preference points. A trust, consortium or joint venture (including unincorporated consortia and joint ventures) must submit a consolidated B-BBEE Status Level Verification Certificate for every separate tender.
6.7 Failure on the part of the bidder to comply with paragraphs 6.5 and 6.6 above will be deemed that preference points for B-BBEE status level of contribution are not claimed and will therefore be allocated a zero (0).
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TERMS OF REFERENCE FOR THE APPOINTMENT OF A SERVICE PROVIDER TO RENDER THE CASH COLLECTION SERVICES FOR THE DEEDS REGISTRATION BRANCH FOR THE PERIOD 36 MONTHS.
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