a the tender documents - Department of Home Affairs

[pic] Invitation to Bid/Tender |Tender Number |DHA07-2015 |
|Brief Description of Tender |Appointment of a service provider to |
| |conduct junior, middle and senior |
| |management development programme |
|Closing and time of bids |13 May 2015 |
| |11:00 |
|Bid Documents may be posted to: |Chief Director |
| |Contract Management |
| |Private Bag X49 |
| |PRETORIA |
| |0001 |
|Bid documents may also be deposited |National Treasury |
|in the bid box situated at: |240 Madiba (Vermeulen)Street between |
| |ABSA and the Salzburg Restaurant |
| | |
| |*Bidders should ensure that bids are |
| |delivered on time to the correct |
| |address. No late bids will be accepted.|
|Address for communication | |
| |Department of Home Affairs |
| |Head Office Procurement |
| | |
| |Bid related enquiries should be directed|
| |to: |
| |Email: nico.masango@dha.gov.za |
| |Telephone number: 012 406 2789 |
| | |
| |Technical enquiries should be directed |
| |to: |
| |E-mail: linda.noma@dha.gov.za |
| |Telephone number: 012 406 2746 |
| | |
I Instructions to Bidders
A THE TENDER DOCUMENTS
Rules for Bidding
1. The Department is not bound to accept any of the proposals submitted
and reserves the right to call for presentations from short-listed
bidders before final selection. 2. The Department reserves the right to terminate this appointment or
temporarily defer the work, or any part thereof, at any stage of
completion should the Department decide not to proceed with the tender. 3. The Department also reserves the right to appoint any other person to
undertake any part of the tasks. 4. The service provider must be a single legal entity with all other
necessary expertise secured via sub-contract, or under a joint venture
arrangement. The Department will enter into a single contract with a
single entity for the delivery of the work set out in these tender
documents. 5. The bidding entity shall be the same entity that will execute the bid.
Any bid found to be fronting for another entity or entities shall be
disqualified immediately. 6. All South African firms submitting bids as part of a consortium or
joint venture must submit a valid original tax clearance certificates. 7. Foreign firms providing proposals must become familiar with local
conditions and laws and take them into account in preparing their
proposals. 8. The service provider and its affiliates are disqualified from providing
goods, works and services to any private party to this Agreement, or
any eventual project that may result, directly or indirectly from these
services. 9. Firms may ask for clarification on these tender documents or any part
thereof up to close of business 1 week before the deadline for the
submission of the bids. 10. The Department reserves the right to return late bid submission
unopened. 11. Firms may not contact the Department on any matter pertaining to their
bid from the time when the bids are submitted to the time the contract
is awarded. Any effort by a bidder to influence bid evaluation, bid
comparisons or bid award decisions in any manner, may result in
rejection of the bid concerned. 12. Should the contract between the Department and the service provider be
terminated by either party due to reasons not attributable to the
service provider, the service provider will be remunerated for the
appropriate portion of work completed up to a maximum amount of not
more than the total fee bid by the service provider for the appropriate
phase of the project during which the appointment was terminated. Conditions of the Tender
13. The General Conditions of contract will apply. 14. The Department will become the owner of all information, documents,
programmes, advice and reports collected and compiled by the service
provider in the execution of this tender. 15. The copyright of all documents, programmes, and reports compiled by the
service provider will vest in the Department and may not be reproduced
or distributed or made available in any other way without the written
consent of the Department. 16. All information, documents, programmes and reports must be regarded as
confidential and may not be made available to any unauthorised person
or institution without the written consent of the Department. 17. Bidders shall undertake to limit the number of copies of this document
and destroy them in the event of their failure to secure the contract. 18. The service provider is entitled to general knowledge acquired in the
execution of this agreement and may use it, provided that it shall not
be to the detriment of the Department. 19. DHA expressly reserves its rights, in its sole discretion to:
i. Accept or reject any Proposal;
ii. Accept or reject individual items in a Proposal;
iii. Request clarification or further information regarding any item in
the Proposal
iv. Consider such alternate goods, services, terms or conditions that
may be offered, whether such offer is contained in a Proposal or
otherwise. Cost of Bidding
20. The Bidder shall bear all costs associated with the preparation and
submission of its bid and the Department, will in no case be held
responsible or liable for these costs, regardless of the conduct or
outcome of the tender process. Content of Tender Documents
21. The services required, tender procedures and contract terms are
prescribed in the tender documents, which include:
i. Instruction to Bidders;
ii. Terms of Reference;
iii. Evaluation Criterion;
iv. Standard Conditions of Contract;
v. Technical Bid;
vi. Financial Bid; 22. The Bidder is expected to examine all instructions, forms, terms and
specifications in the tender documents. Failure to furnish all
information required by the tender documents or submission of a bid not
responsive to the tender documents in every respect will be at the
Bidder's risk and may result in rejection of the bid. Clarification of Tender Documents
23. The Department will respond in email to any request for clarification
of the tender documents which it receives no later than 1 week prior to
the deadline for submission of bids prescribed by the Department. 24. Bidders are invited to attend a compulsory briefing session that will
be held as indicated in section D at paragraph 1.1. Amendment of Tender Documents
25. At any time prior to the deadline for submission of bids, the
Department may, for any reason, whether at its own initiative or in
response to a clarification requested by a prospective bidder, modify
the tender document by amendment. 26. All prospective bidders who have received the tender document will be
notified of the amendment in writing or by fax, and same will be
binding on them. 27. In order to allow prospective bidders reasonable time in which to take
the amendment into account in preparing their bids, the Department, at
their discretion, may extend the deadline for the submission of bids. 2 PREPARATION OF BIDS
Language of Bid
28. The bid prepared by the Bidder, as well as all correspondence and
documents relating to the bid exchanged by the Bidder and the
Department shall be written in English. Documents Constituting the Bid
29. The bid prepared by the Bidder shall comprise the following components:
a. Technical Bid, including:
i. Invitation to Bid
ii. Original Tax Clearance Certificate
iii. Bid Form
iv. Declaration of Interests(SBD4)
v. Declaration of past Supply Chain Management practices (SBD8)
vi. Preferential Points Claim Forms (As applicable)
vii. Certificate of independent bid determination (SBD9)
viii. General Conditions of contract
b. Financial Bid, comprising:
i. Bid Form
ii. Price Schedule Bid Prices
30. The bidder(s) must submit details regarding the bid price for the
Services on the Pricing Schedule form attached as SBD 3.3 - Pricing
Schedule (Professional