The University of South Africa invites suitably qualified service providers to participate in a Public Tender Process to provide the University with operational lease vehicles... Tender Specification Document Tender Ref. No: PT207/08 Date of Issue:
Table of contents. Overview 2. Proprietary and Confidential Information 3. Dealing with the University of South Africa 4. Registration and Compulsory information session 5. Mandatory Requirement 6. Other Requirements 7. Pricing 8. Payment Terms 9. Closing Date of Tender Submissions 0. Sub-Contracting. Joint Arrangements 2. Tender Specifications 3. Annexures (if applicable) Annexure A: Pricing schedule Annexure B: Maintenance plan 2
. OVERVIEW The Support Services Directorate of the University Estates Department is responsible for the day to day management of transport and fleet service. The Transport Section manages and administers the fleet. There are 35 vehicles that are utilized by employees on a daily basis for University business. In 2008 the Management Committee decided to replace the Unisa owned fleet with vehicles on a Full Maintenance Lease (FML) contract. The initial contract ended towards the end of 202 and a public tender process was followed to appoint a service provider for the next period. The vehicles are used as pool vehicles for Unisa employees and others were allocated to the Departments and Colleges. Subsequently, the tender for the FML contract was awarded to Eqstra Fleet Management in 203 for a period of 4 (four) years or 00 000 km. The full maintenance lease included batteries, one set of tyres after 40 000 km and services as stated by the vehicle manufacturer. The Eqstra Fleet management tender is expiring in June 207. The department plans to go out on public tender for the fleet vehicles for a period of four years. Moreover, the department intends to procure a total of 50 vehicles (Table ) for both departments and pool vehicles for employees to conduct Unisa business. The increase in the procurement of vehicles from 35 in 202 to 50 in 207 is based on the growth in vehicles demand in Unisa. According to current Fleet Management Companies, the most used fleet in different institutions in South Africa are Toyota, VW, Ford, Hyundai, Nissan, Kia, BMW, Audi, Mercedes benz and Renault. The commercial most used are 6 seater Bus, Panel vans, Hyundai H and trucks up to 8 ton The vehicles must have the following mandatory basic specifications: Power steering Air conditioning Electric window Antilock braking system (ABS) Airbags White colour 25-40% Tinted Smash and Grab fitted to windows Fitted with an active tracking device (accessible by Unisa) for fleet management purposes Fitted with a radio/cd Service plan 00000 km /4 year All 9 seater vehicles must have a tow bar 3 of the ½ ton bakkies needs to have canopies 6 of the ton bakkies needs to have Canopies 4 of the ton bakkies needs to have Canopies and roof racks 4 of the ton bakkies have a tow bar of 6 seater, multi cab, must be fitted with tow bar Service provider must have an accident management system included in price All licence renewal is for the leasing company account and should be collected by the leasing company 3
Table : Makes and models for the vehicles to be procured. Specifications Make and model Number of vehicles.6 engine capacity, manual Toyotal corolla/hyundai Accent/VW 73 transmission, petrol Polo/Chevrolet Cruze/Mazda 3.6 engine capacity, automatic Toyotal corolla/hyundai Accent/VW 0 transmission, petrol Polo/Chevrolet Cruze/Mazda 3 SUV 2.0 manual transmission, Kia Sportage/Hyundai Tucson/Mazda petrol CX-5/Nissan Qashqai 2.5-3.0 engine capacity, diesel, 9 Hyundai H/VW 4 seater bus, automatic transmission Transporter/Mercedes Benz Vito 2.5-3.0 engine capacity, diesel, 9 Mercedes Benz Vito (for disability) seater bus, automatic transmission 2.5-3.0 engine capacity, diesel 6 Hyundai H/VW 5 seater, multi cab, manual transmission Transporter/Mercedes Benz Vito Panel van, 2.5-3.0 engine capacity, Toyota Quantum/VW Panel manual transmission, petrol van/nissan panel van 4 tons truck, diesel, manual Isuzu FRR 550/Fiat/Ford 6 transmission 28 seater bus, 2.5-3.0 engine capacity, manual transmission, diesel Volkswagen Crafter 50/Mercedes 28 seater bus Mini-panel van VW Caddy/Renault Kangoo/Peugeot 2 Boxter.5 ton flatbed truck Hyundai H-00/Kia 2700 7 0.5 ton bakkie, petrol, manual Nissan NP200/Chevrolet utility 6 transmission,.6 engine capacity ton bakkie single cab, diesel, manual transmission, 2.0 engine capacity Toyota Hilux /Isuzu /Ford Ranger /Mazda BT-50 23 Total 50 This tender is for a period of 4 (four) years. The rationale for 4 years is that it is an operational lease, 5 years would be a financial lease and this would need provision for depreciation. 2. PROPRIETARY AND CONFIDENTIAL INFORMATION All material submitted in response to this tender shall become the property of Unisa. Any confidential information provided by a service provider in response to this Tender will be held in confidence and will only be used for the evaluation of this tender. 3. DEALING WITH THE UNIVERSITY OF SOUTH AFRICA Service providers must not contact any member of Unisa with respect to queries they may have with this tender. A compulsory information session will be held during which it is expected that any queries raised, will be answered. The service provider shall not disclose any such information or specification, whether explicit or implied, to any third party without the written consent from Unisa. 4
4. COMPULSORY REGISTRATION AND ADMITTANCE TO THE TENDER INFORMATION SESSION A non-refundable tender registration fee of R700.00 is payable by credit or debit card at the registration session. No cash payments will be accepted. Prospective tenderers must read the tender specification and bring a copy to the information session Registration Date: 9 May 207 Registration Time: Venue: 0:00 to 0:30 (Latecomers will not be admitted) ZK Matthews Hall, Theo van Wijk building Preller Street, Muckleneuk Campus, Muckleneuk Ridge, Pretoria The above-mentioned time frames must be strictly adhered to; latecomers will not be registered and admitted to the information session. The information session will commence immediately after registration. 5. MANDATORY REQUIREMENTS Mandatory requirements will include the following and must be labelled and submitted in the following order. Failure to comply and submit any one of the documents will disqualify the submission: Annexure A: Attendance of compulsory information session. (Attach copy of the registration form received at the session.) Annexure A2: Completed and signed Supplier List Application Form (F25) including the PSP form and bank account details from the bank. (www.unisa.ac.za/tenders) Annexure A3: Resolution to sign on behalf of the tendering unit (www.unisa.ac.za/tenders) Annexure A4: Current and valid original SARS Clearance Certificate or E-filing SARS certificate Annexure A5: Copy of company registration documents indicating list of shareholders / members from CIPC / CIPRO Annexure A6: Pricing template. (The pricing template Annexure A6 must be completed) Annexure A7: Minimum of three recent (not older than three years from the year of the closing date of this tender) contactable references from customers to which the tenderer has provided or is providing goods/services that are substantially similar to the goods/service required. Only references from the tendering unit will be considered. Annexure A8: Financial Statements a. One set (2 years comparative figures) of the most recent audited Annual Financial Statements together with an Independent Auditor s Report or a signed letter from the Accounting Officer for Close Corporations must be submitted. The audited financial statement submitted must be within six months of the financial year-end to qualify for evaluation. 5
A complete set of Annual Financial Statements including the following: Independent Auditor s Report (Letter from an External Accountant/Accounting Officer for Close Corporations) Statement of Comprehensive Income (Income Statement) Statement of Financial Position (Balance Sheet) Statement of Cashflows Statement of Changes in Equity Notes to the Financial Statements No summarized Financial Statements or Extracts of financial statements will be accepted. b. Where the financial statements of the holding company are submitted, a signed letter be included from the holding company, on their letterhead signed by the CEO/CFO, that they would be liable if the subsidiary defaulted. This must be attached to the financials being submitted. Failure to submit such signed letter will disqualify the tender submission. c. The financial statements should be submitted as a separate bound document. Annexure A9: Unisa General Terms and Conditions to be completed and signed (www.unisa.ac.za/tenders) Annexure A0: Assurance letter from the financial institutions for the procurement of over 50 vehicles 6. OTHER REQUIREMENTS Supplier documents and information Annexure B: A valid B-BBEE certificate or proof of exemption from an accredited SANAS / IRBA verification agency / auditor. An affidavit certifying their total annual income and level of black ownership will be sufficient for EMEs and QSEs. Failure to submit the above will result in a zero score for B-BBEE. Note: All documents submitted in support of this tender must be the documents of the tendering unit and may not pertain to different companies or units within a group. As an example, a tenderer cannot submit its own B-BBEE certificate, but the SARS certificate of its holding company. 7. PRICING (See Annexure A) The tenderer must state whether the price quoted is fixed for the duration of the agreement or whether the price is subject to escalation. In the absence of an indication in this regard the price will be considered as fixed for the full period of the agreement. All pricing must be quoted in South African Rand (ZAR) including VAT. The pricing must remain valid for 90 days from the closing date of the tender. In instances where the contract period exceeds a year it is accepted that the prices will remain fixed for the first year. Pricing / costing template must be completed (Annexure A6) Any pricing not included in the pricing template will not be considered. All will be evaluated every 3 months and restructured accordingly (up or down) Prices charged by the supplier for goods delivered and services performed under the contract shall not vary from the prices quoted by the supplier in his tender, and any variance will render the contract null and void 6
8. PAYMENT TERMS The payment terms of the University are 30 days after receipt of goods and services and upon receipt of the required documentation. No upfront payments will be considered. 9. OPTIONAL PRE-SCREENING OF MANDATORY SUPPORTING DOCUMENTATION A non-compulsory pre-screening opportunity will be available to assist service providers to ensure that their documentation meets the commercial mandatory requirements prior to the closing date of the tender responses. The pricing requirement does not form part of this opportunity and must only be submitted on the closing date. The Supply Chain Management Directorate will be available on: Date: 24 May 207 Time: 0:00 2:00 Venue: OR Tambo Administration building, 5 th Floor - Room 5-8, Preller Street, Muckleneuk Campus, Muckleneuk Ridge, Pretoria. 0. TENDER SUBMISSION AND CLOSING DATE The original and a soft copy of the tender must be submitted into the official tender box in a sealed envelope located in the OR Tambo Administration Building, Fifth Floor room 5-9, Pretoria Muckleneuk Campus, Preller Street, Muckleneuk Ridge. Please quote the tender reference number PT207/08 on the sealed envelope. Closing date: 29 May 207 @ 2:00 Tenders submitted late will not be accepted or considered. Points will be awarded for Broad-Based Black Economic Empowerment. The decision of the UNISA Management Committee on awarding a tender is final. Unisa reserves the right to appoint, contract with and monitor the performance of any service provider it deems will offer the best service in line with its requirements, although it may not necessarily be the lowest Tenderer. Unisa also reserves the right, in its sole discretion, not to award a tender, to readvertise a tender or not to award the tender to a service provider who has more than two existing contracts with Unisa. The tender awarded will be conditional and subject to successful negotiations and signing of a written contract, failing which Unisa reserves the right to withdraw the tender and to award the tender to another Tenderer without repeating the process.. SUB-CONTRACTING. Sub-contracting of the contract is not allowed 7
2. JOINT ARRANGEMENTS The University of South Africa will accept joint arrangement proposals on condition that the following is adhered to: a) In case of a joint venture All mandatory requirements and non-mandatory documents must be in the name of the joint venture entity (separate entity established for this purpose) b) In case of a joint agreement joint operation partners must each submit their own mandatory requirements the joint operation agreement must be signed by all participating parties. 3. TENDER SPECIFICATIONS UNISA intends to appoint a Service Provider for the provision of the operational lease with service plan/maintenance plan. The lease period is for 4 years or 00 000 km, whichever comes first. Unisa would like to lease a total of 50 vehicles in different models and makes. The maintenance plan must cover items included in Annexure B. Unisa requires the following vehicles makes and models: Table : Type of vehicles to be procured Specifications Make and model Number of vehicles.6 engine capacity, manual Toyotal corolla/hyundai Accent/VW 73 transmission, petrol Polo/Chevrolet Cruze/Mazda 3.6 engine capacity, automatic Toyotal corolla/hyundai Accent/VW 0 transmission, petrol Polo/Chevrolet Cruze/Mazda 3 SUV 2.0 manual transmission, Kia Sportage/Hyundai Tucson/Mazda petrol CX-5/Nissan Qashqai 2.5-3.0 engine capacity, diesel, 9 Hyundai H/VW 4 seater bus, automatic transmission Transporter/Mercedes Benz Vito 2.5-3.0 engine capacity, diesel, 9 Mercedes Benz Vito (for disability) seater bus, automatic transmission 2.5-3.0 engine capacity, diesel 6 Hyundai H/VW 5 seater, multi cab, manual transmission Transporter/Mercedes Benz Vito Panel van, 2.5-3.0 engine capacity, Toyota Quantum/VW Panel manual transmission, petrol van/nissan panel van 4 tons truck, diesel, manual Isuzu FRR 550/Fiat/Ford 6 transmission 28 seater bus, 2.5-3.0 engine capacity, manual transmission, diesel Volkswagen Crafter 50/Mercedes 28 seater bus Mini-panel van VW Caddy/Renault Kangoo/Peugeot 2 Boxter.5 ton flatbed truck Hyundai H-00/Kia 2700 7 0.5 ton bakkie, petrol, manual Nissan NP200/Chevrolet utility 6 transmission,.6 engine capacity ton bakkie single cab, diesel, manual transmission, 2.0 engine capacity Toyota Hilux /Isuzu /Ford Ranger /Mazda BT-50 23 Total 50 8
All vehicles must be fitted with a fleet management system live tracking device The bidders are required to complete the pricing schedule as per Annexure A6, in accordance with the afore-mentioned and the basic specifications. 4. ANNEXURES Annexure A: Pricing schedule Annexure B: Maintenance plan 9