AGSA Tender Briefing Session for Cleaning Services in KwaZulu-Natal
AGSA is seeking a service provider for cleaning services at their KwaZulu-Natal unit for a 3-year period. The tender briefing session provides essential information on general bid requirements, disqualification criteria, evaluation processes, and submission details. Interested bidders must adhere to the specified deadlines and guidelines to participate in the bidding process successfully.
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27 September 2020 NON-COMPULSORY TENDER BRIEFING SESSION FOR BID: AGSA/08/2020 Appointment of a service provider to provide cleaning services at the Kwa-Zulu Natal business unit of the AGSA, for a period of three (3) years
Reputation promise/mission The Auditor-General of South Africa (AGSA) has a constitutional mandate and, as the Supreme Audit Institution (SAI) of South Africa, exists to strengthen our constitutional democracy by enabling oversight, accountability and governance in the public sector through auditing, thereby building public confidence.
Contents 1. Important notice on general requirements of AGSA bids 2. Disqualification from the Tender Process 3. Eligibility/Pre-qualification evaluation process 4. Technical specification (presented by business unit) 5. Technical evaluation process (presented by business unit) 6. Price and B-BBEE evaluation process 7. SCM requirements
1. Important points on the tender CLOSING DATE: Tuesday, 15 December 2020 TIME: 15H00 VENUE TO SUBMIT TENDER: Corporate Legal and Provisioning Services, Brooklyn Gardens, East Wing , First Floor, 235 Veale Street (corner Veale and Middel Streets), Nieuw Muckleneuk, Brooklyn, Pretoria All requirements above the value of R1 million (including VAT) go through a bid process The bid will be evaluated using the 80/20 method Any clarifications required by the bidder regarding the bid should be requested in writing to the officials mentioned below on or before 15H00, Monday, 07 December 2020. General Enquiries Celia Mabusela, E-mail: MabuselaC@agsa.co.za Technical Enquiries Mazwi Mochu, E-mail: MochuM@agsa.co.za
2. Disqualification from the Tender Process Non-compliance with the eligibility/pre-qualification criteria elements Bidders which does any one or more of the following, and such disqualification may take place without prior notice to the offending bidder: Bidders which failed to information/documentation (SCM and technical specification) as per the requirements of the RFB Bidders which submitted incomplete documentation as per ALL requirements of this RFB Bidders which submitted information that is fraudulent, factually untrue or inaccurate, for example false declaration, memberships that do not exist, BEE credentials, experience, etc. Bidders which received information not available to other bidder that may result in such vendor having an unfair advantage over other bidders submit all the mandatory
3. Eligibility/Pre-qualification criteria 1. Valid copy of letter of good standing in line with the workmen s compensation for occupational injuries or diseases Act, No 130 of 1993 (COIDA) The AGSA requires this as proof that the bidder is registered for compensation for occupational injuries or diseases (including special diseases) which may be sustained or contracted by the cleaning service provider s employees in the course and scope of their employment, and to ensure that the medical expenses incurred will be covered. The COIDA registration number must be indicated on the letter of good standing. 2. The AGSA requires an experienced cleaning service provider for its KwaZulu-Natal offices building, measuring approximately 3 641m2, as proof that the bidder has relevant experience to clean a building of this size. The bidder must submit proof that they have managed or currently manage cleaning contracts (current and completed cleaning contracts or projects, from 2015 onwards) with a combined value of at least R2 million, including VAT. Contracts managed before 2015 will not be considered. The bidder must submit a minimum of three (3) completed and signed AGSA reference forms or reference letters issued by bidder s clients for current and completed cleaning contracts/projects from 1 January 2015 to date, with a minimum combined value of R2 million, including VAT. Reference letters for contracts managed before 2015 will not be considered. Appointment/award letters will not be accepted. The number of references can be as follows: o 1 fully completed and signed AGSA reference form or 1 reference letter issued by bidder s client confirming the 1 managed contract to the value of R2 million or more (including VAT) OR o 2 or 3 fully completed and signed AGSA reference forms or 2 or 3 reference letters issued bidder s clients with contract values indicated in each form or letter. The combined value of the 2 or 3 forms must be R2 million or more including VAT.
3. Eligibility/Pre-qualification criteria (continued) The reference letters must be on bidder s clients company letterheads. The minimum information in the reference letter must be: o Bidder s names (company name) o Type of services rendered by the bidder (cleaning services) o The total value of the contract (including VAT) o Period of the contract - commencement and end dates of the contract o Physical address of where the cleaning services were rendered by the bidder o The bidder s client contact person s names, surname, telephone number or mobile number or email address. 3. The successful bidder will be required to be responsive to issues on site. The bidder must therefore be located in Kwa-Zulu Natal. As proof of compliance with this requirement, a bidder must provide a valid signed lease agreement indicating the leased premises located in KwaZulu- Natal, or a water and electricity account or company registration documents indicating a KwaZulu- Natal address. The proof of address must be in the bidder s name or the company name. No other form of proof of address will be accepted by the AGSA. The address may be inspected by the AGSA or its representatives. Description of equipment and replacement plan. The bidder will be required to use good quality equipment in line with section 2.3 of the specification document. To confirm adherence to this requirement, the bidders must submit a letter of commitment to use the equipment required by the AGSA for the duration of the contract. 4.
4. Tender Specification Services - Daily cleaning and disinfection services, one building, measuring approximately 3 641.00m . Contract period - 3 years Type of contract - The services rendered will be for the Service Provider s own account, taking responsibility for all risks including management/servicing of cleaning equipment, management of cleaning material and stock control. Hours - Working Days Monday to Friday 06:30 to 15:30. Any extended operating hours will be negotiated with the service provider should such a requirement be deemed necessary during our high peak period (PFMA and MFMA). This might include services to be provided over weekends. Cleaning staff compliment 3 (1 cleaning Supervisor, 2 female) Equipment, materials and chemicals - The service provider will be required to use environmentally friendly cleaning equipment, materials and chemicals. Equipment and materials color coding - Red for bathrooms, Yellow for kitchens, Blue for offices and general areas. Uniform and PPE Service providers branded uniform, face masks, gloves, disposable aprons, closed shoes, eye protection Cleaning tasks and activities detailed in the specifications document
Other information BUILDING SIZE 3 641 (Includes offices, stairs, foyers, patios, ablution, storerooms) Total 3 641
5. Technical evaluation process 1. BIDDER S RELEVANT EXPERIENCE FOR THE ASSIGNMENT AND QUALITY OF SERVICES RENDERED Bidders must submit the fully completed and signed AGSA customer satisfaction questionnaires, fully completed and signed by the bidder s clients (same clients who issued the reference letter confirming contract values under eligibility criteria above). Bidders should submit the same quantity of customer satisfaction questionnaires as the reference letters submitted in respect of the eligibility above (1, 2 or 3). Failure to do so will result in a zero (0) rating for a questionnaire not submitted. The bidder s clients are to rate the level of service by completing the scoring matrix in the questionnaire. Refer to attached annexure A for detailed questionnaire and evaluation criteria. Should the bidder receive more than one questionnaire, an average will be calculated, by adding the total scores (of each questionnaire received) and dividing same by the number of questionnaires received. Total points as rated by the bidder s clients: No questionnaires received = 0 points Does not meet expectations = 0 10 points Meets some expectations = 11 20 points Meets all expectations = 21 30 points Exceeds expectations = 31 40 points Highest points = 40 points
Technical evaluation continued 2. RELEVANT EXPERIENCE OF THE SUPERVISORS IN CLEANING SERVICES Bidders must submit a curriculum vitae (CV) for the supervisor/s showing the number of years experience in the cleaning services field. No CVs received = 0 points Supervisor without relevant experience in similar projects = 0 points Supervisor with one year of relevant experience in similar projects = 5 points Supervisor with two years of relevant experience in similar projects = 10 points Supervisor with three years of relevant experience in similar projects = 15 points Supervisor with four years of relevant experience in similar projects = 20 points Supervisor with five years of relevant experience in similar projects = 30 points Highest points = 30
Technical evaluation continued 3. OPERATIONAL AND BUSINESS CONTINUITY PLAN 3.1 Staff placement plan Bidders must submit a signed letter of commitment, on bidder s company letterhead, that they will ensure that the required number of cleaners will be on site when the contract commences and during planned and unplanned absences, strikes and other disruptions outside the bidder s control. Staff placement plan not submitted = 0 points Bidder indicates they have readily available staff when the contract commences or will consider taking over some of the existing contractor s staff = 10 points Bidder indicates a clear business continuity plan for planned and unplanned absences or leave = 10 points Bidder indicates a clear business continuity plan for strikes and other disruptions outside the bidder s control = 10 points Total = 30 points
Technical evaluation continued 3.2 Sample of bidder s daily cleaning inspection checklist to be used by the onsite cleaning supervisor Bidders must submit a sample of their daily cleaning checklist demonstrating alignment with the AGSA specifications. The following are the key items to be evaluated: Cleaning staff time and attendance is checked daily and client is kept informed of any attendance issues = 5 points Equipment and cleaning materials are checked daily to ensure that they are in good condition and working order, and that disruptions to business are minimized = 5 points Correct use of color-coded materials and equipment for different areas is checked daily (red for bathrooms, yellow for kitchens and blue for offices and other general areas) = 5 points Toilet facilities are checked for cleanliness daily before client s official starting times, and checks confirm that cleaners are servicing hourly = 5 points High-traffic areas, such as reception, foyers, hallways, kitchens and pause areas, are checked for cleanliness daily before client s official starting times and are checked/cleaned at least three (3) times per day = 5 points All offices and workstations are checked for cleanliness and cleaned, vacuumed and disinfected daily = 5 points Total = 30 points
6 6. B . B- -BBEE and Price Evaluation BBEE and Price Evaluation Only bidders that scored the minimum qualifying score of 60% in the technical evaluation will be evaluated further for price and B-BBEE.
7. Administrative SCM requirements (Pty) Ltd companies must submit the following documents: Latest copy of certificate of confirmation as issued by CIPC Valid Tax Clearance Certificate or Tax compliance status pin Copies of Share Certificates of unlisted companies, where applicable Formal approval letter from the JSE of listed companies Bidders without share certificates should submit a list of their shareholders on a letter with the company s letterhead CC companies must submit the following documents: Latest copy of certificate of confirmation as issued by CIPC Valid Tax Clearance Certificate or Tax compliance status pin Partnerships must submit the following documents; A partnership agreement must be submitted Certified ID copies of each partner must be submitted Please note that incomplete copies of the registration documents will not be acceptable and in cases where a name of an organization has been changed since it was incorporated kindly provide the name change certificates
7 7. Administrative SCM requirements cont.. . Administrative SCM requirements cont.. Joint Ventures (JVs) Consortiums must submit the following documents (In addition to the (Pty) Ltd and CC requirements): In the case of consortium/JV/subcontractors, bidders are required to provide copies of signed agreements stipulating the work split and Rand value Each party must submit Valid Tax Clearance Certificate or Tax compliance status pin A consolidated B-BBEE scorecard for the JV/Consortium Trust must submit the following documents: A copy of a registered Deed of Trust and the Letter of Authority from the relevant Master of the High Court
7 7. Administrative SCM requirements . Administrative SCM requirements (continued) (continued) All bidders must submit the following documents; Company Profile Copy of cancelled cheque / Letter from a financial institution (not be older than 3 months) Certified copies of Directors original ID`s whose names appear on the company registration documents (certified copies must not be older than 3 months) Copy of latestaudited full set of annual financial statements (2018-19 and 2019-20) independently reviewed or signed by an accounting officer. Original/certified copy and valid B-BBEE status level verification certificate or certified sworn affidavit in the case of EME's and QSE's All declarations forms to be duly completed and signed All pages of bid document must be initialled
Question and Answer Session Question and Answer Session
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