THE SUPPLY AND DELIVERY OF TWO USED GENERAL PURPOSE CONTAINERS CONVERTED TO
DOCUMENTS STORAGE CONTAINERS, WATER AND FIRE PROOF WITH SHELVES, LOCKABLE ENTRANCE
AND VENTILATED FOR SUPPLY CHAIN MANAGEMENT SERVICES – ERWAT HEAD OFFICE
Scope of works
1.
Suitably accredited and experienced services providers are hereby invited to submit a bid for the Supply and
delivery of two general purpose pre-used steel storage containers converted to document filing storage
containers.
The containers will be used for the storage of archived material/documents on long term basis.
The containers must be in excellent usable condition, conform to the minimum safety provisions of the
Occupational health and Safety Act, ISO 668:2013 and National Archives and be provided as set out below:
ITEM
NO.
DESCRIPTION APPLICABLE TO BOTH CONTAINERS
1
Bidders must Supply, deliver, handle and place two (2) pre-used steel storage
containers of 3m wide X 3m high X 6m long dimensions
2
Door opening: W: 3m x H: 3m
3
Each container to have wooden floor and steel container with corrugated walls
4
Each Container to be treated for corrosion protection
5
Furnished with wall mounted racks for document/book boxes (adjustable steel
shelves all round excluding the door section with provision of 3cm floor
clearance to first shelve and 30cm clearance between last shelve and roof)
6
The entrance doors must give easy access/free movement to the shelves
7
Each container must be equipped with electric lighting and a double plug
8
Each container must be water and fire proof
9
The entrance doors must be equipped with a tamper proof lockable
lock/mechanism
10
The containers must be well ventilated in terms of national archives provisions
11
Each container must provide for forklift pockets for loading
12
Four concrete plinths per container for container to be rested on. Please refer
to Plinth for container drawing attached hereto for ease reference (Annexure
BIDDER TO CONFIRM
COMPIANCE WITH
SPEC
A)
13
12 KG Fire extinguisher – Dry powder per container
NB: ALL internal furnishing and fittings shall be installed by the supplier/service provider and
guaranteed/warrantied for a minimum of 24 months.
2.
DELIVERY POINT
Supply Chain Management Unit, ERWAT Head Office, Hartebeestfontein Office Park, R25 (Bapsfontein/
Bronkhorstspruit), Kempton Park.
3.
PRICING SCHEDULE
Bidders are required to complete the BOQ below IN FULL. It is the responsible of the bidder to breakdown the
pricing and fill the BOQ in correlation to the scope of work. (Further baking down the costs components is
advisable, attachment indicating allocation of costs shout be in line with the scope requirements):
Page 1
ITEM
NO.
DESCRIPTION
UNIT
QTY
RATE
AMOUNT
1
Steel container (3m x 3m x 6m)
1.1
a) Supply of container (blue/green)
No
2
R
R
b) Delivery of container
No
2
R
R
Supply and delivery of concrete plinths
No
8
R
R
-
-
-
R
Sum
2
R
a) DB board
No
2
R
R
b) 1500mm,Double fluorescents light
No
2
R
R
c) Light switch
No
2
R
R
Sum
2
R
R
No
2
R
R
Each
2
R
R
-
-
-
R
-
-
-
R
-
-
-
R
1.2
Total container
2
FINISHING:
Shelving:
2.1
2.2
Adjustable steel shelves all round excluding the
door section with provision of 3cm high floor
clearance to first shelve and 30cm clearance
between last shelve and roof
Electric works per container:
d) Wiring
2.3
e) 16A double switched socket outlet
12 kg Dry powder Fire Extinguishers (one per
container mounted at entrance)
Total internal finishing
Sum carried over: Containers, delivery &
plinths
Sum carried over: shelves, electric works
and fire extinguisher
SUB TOTAL
VAT 14%
TOTAL PRICE
4.
QUOTATION REQUIREMENTS:
Work offered that DO NOT comply with the specifications will not be evaluated.
5.
TENDER REQUIREMENTS
PLEASE NOTE THAT FAILURE TO MEET ANY OR ALL OF THESE REQUIREMENTS WILL LEAD TO
DISQUALIFICATION
a)
The Bidder must complete the tender document in FULL.
b)
The use of correction fluid or any erasable ink (e.g. pencil) is not allowed.
Page 2
6.
c)
Proposals/bids will not be considered if bidder was absent from compulsory site meeting.
d)
The MAXIMUM DELIVERY PERIOD shall be Specified by the Contractor.
e)
Valid Certified copy or original BBBEE Compliance Certificate to verify the above claimed points;
Failure to meet the
specified delivery period will lead to penalties deducted from the contract value, as specified
on section 5 of this tender document.
f)
Valid Tax Clearance Pin issued by SARS on e-filing Bidders are required to submit their SARS pin and
certificate as prescribed by SARS effective from 01 April 2016. Please visit www.sars.gov.za or ERWAT
Website: www.erwat.co.za/procurment for more information;
g)
Copy of Latest Municipal Account (not older than three months from date of closing);
h)
Declaration of Interest – MBD 4.2 (Download form ERWAT website/Procurement/Service Provider
Registration).
i)
Bidders must be registered with National Treasury’s Centralised Supplier Database (CSD) and can visit
www.csd.org.za for more information and registration procedures.
j)
CSD Registration Number: MAAA__________________________
k)
Valid Construction Industry Development Board Registration (CIDB): Valid CRS number: _________
DELIVERY ADDRESS OF BIDDERS DOCUMENT:
ERWAT HEAD OFFICE:



7.
Physical address – Hartebeestfontein Office Park, R25 (Bronkhorstspruit/Bapsfontein) Road, Kempton Park.
Maps to sites are on our web site: www.erwat.co.za.
Completed tenders / quotations clearly marked with the applicable contract number and in sealed
envelopes have to be in the tender box at the ERWAT Head Office in the reception area in a Tender Box
Marked as “Thursday” on or before 12:00 on 01 June 2017.
EVALUATION CRITERIA AND ADMINISTRATIVE DETAILS
Stage 1: Functionality Criteria
All candidates with a functionality result of less than 75% will be automatically disqualified. Candidates require a
minimum of 75% to be considered for further evaluation.
Table 1
NO
1
1.1
CRITERIA
Company experience in similar projects.
Provide five (5) proofs/references of experience in projects of
similar nature: provide either letters of completion or signed
invoices, all references should be traceable.
No information supplied
0%
1.2
one proof of experience
12%
1.3
Two proof of experience
24%
1.4
Three proof of experience
36%
1.5
Four proof of experience
48%
1.6
Five proofs of experience
60%
Page 3
2
Delivery Period.
Specify a practical/feasible project delivery period
𝐷𝑒𝑙𝑖𝑣. 𝑃𝑒𝑟𝑖𝑜𝑑 = (
𝑀𝑖𝑛 𝐷𝑒𝑙𝑖𝑣.𝑃𝑒𝑟𝑖𝑜𝑑
𝐵𝑖𝑑𝑑𝑒𝑟𝑠 𝐷𝑒𝑙𝑖𝑣.𝑃𝑒𝑟𝑖𝑜𝑑
) ∗ 40
Total out of 100 points
Related proof of experience of similar nature:



Bidders are to submit signed invoiced/supply orders of each experience provided.
Un-contactable references shall be struck off from the List
Failure to provide signed invoices/supply orders shall lead to references struck off the list.
Table 2
5 References on Related Previous Experience
Item
No.
Clients Details Including
Equipment Description
Contact Persons – E mail and
Contact Number
Duration
Contract Value
1.
2.
3.
4.
5.
Stage 2: Preference points system (PPS) as included in the Preferential Procurement Policy Framework
Act, Regulations of 2017:
Table 3
PPS
80/20
Contract value
Equal to or above R 30
000.00 and up to R 200 000
Formula
Additional Considerations
 Bidders may be subjected to a precompliance stage and functionality
scoring and only bidders who score
Where
the stipulate minimum points will be
illegible to proceed to PPPFA
Ps = Points scored for price of bid
evaluation.
under consideration.
 Maximum of 20 points may be
awarded for BEE level. Bidders are
Pt = Rand value of bid under
required to tick the relevant box in
consideration.
the table below to claim their points
according to their BEE level.
P min = Rand value of lowest
acceptable bid.
 Above points must be added to
points scored for price.
Ps = 80(1-(Pt-P min/P))
Page 4
 Only bidder scoring the highest
points will be selected for award.
Table 4
B-BBEE STATUS LEVEL OF CONTRIBUTOR
NUMBER OF POINTS (80/20 SYSTEM)
1
20
2
18
3
14
4
12
5
8
6
6
7
4
8
2
Non-compliant contributor
0
KINDLY TICK THE APPLICABLE LEVEL
AND POINTS
Failure on the part of a bidder to submit 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 interpreted to
mean that preference points for B-BBEE status level of contribution are not claimed.
The purchaser reserves the right to require of a bidder, either before a bid is adjudicated or at any time
subsequently, to substantiate any claim in regard to preferences, in any manner required by the
purchaser.
8.
PENALTIES
The Tender/Contract shall be evaluated on Lead Time.
Lead Time
The Effective Contract Value will be calculated as follows:
ALT:
Actual Lead Time (weeks)
CLT:
Claimed Lead Time (weeks)
PEN:
% Penalty of the Total Contract Value – Excl. VAT
𝐴𝐿𝑇 − 𝐶𝐿𝑇
%𝑃𝐸𝑁 = (
) ∗ 100
𝐴𝐿𝑇
The specified percentage penalty will be deducted to the amount specified by the appointed
contractor if failure to meet the specified lead time by contractor.
Page 5
9.
WARRANTY AND DELIVERY PERIOD
Table 4
Item No.
8.
Description
Specified: Engineer
Offered: Contractor (Bidder)
1
Contract Period
Max 2 Weeks After Receiving Purchase Order
(All Inclusive Contract Price)
Whichever date comes first
2
Delivery Period
Contractor should state the delivery period to ERWAT
Head Office upon official order
CONTRACT
8.1
Terms of Payment
30 days from date of official invoice.
Amount in numbers (VAT Incl.):
Amount in words (VAT Incl.):
Signed (Bidder):
Date:
Bidders should note that, should there be a discrepancy (on the contract price) between the
amount in words and the amount in numbers. The amount in words will be adopted as the final
contract price.
8.2
Certificate of Bidder’s Attendance at the Compulsory Briefing Meeting

This is to certify that I, (NAME IN PRINT):

Representative of (bidder): ______________________________________________

Address:

Telephone number:

Fax number:

Attended the meeting on (date):

In the company of (ERWAT’s Representative):
SIGNATURE OF BIDDER’S REPRESENTATION:
Page 6
ANNEXURES
Annexure A:
Drawings: Plinths for container
Annexure B:
Proof of Experience
Annexure C: BBBEE Certificate (certified or original)
Annexure D: Tax Clearance Pin
Annexure E:
Municipal Account or a valid and fully signed lease agreement (not older than three months
from closing date)
Annexure F:
Declaration of Interests (MBD 4)
Annexure G: Proof of CSD registration
Annexure H: Proof of CIDB registration
Page 7
Page 8