REQUEST FOR BIDS: PROCUREMENT OF ACCOMMODATION TO SUPPORT THE 2015 GRADE 12 EXAMINATION PREPARATION CAMPS

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Isabella Caldwell
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1 REQUEST FOR BIDS: PROCUREMENT OF ACCOMMODATION TO SUPPORT THE 2015 GRADE 12 EXAMINATION PREPARATION CAMPS 1. RFB DETAILS RFB No RFB for COO/SSIP/R15-16/01 THE PROCUREMENT OF ACCOMMODATION TO SUPPORT THE 2015 GRADE 12 EXAMINATION PREPARATION CAMPS Submission Deadline 30 July 2015 RFB Submission Date Corner Mirriam Makeba & President Street, Newtown, Johannesburg, BACKGROUND INFORMATION 2.1. The Sci-Bono Discovery Centre is an independent NPO set up by the Gauteng Department of Education. It is a flagship science centre located in Newtown, Johannesburg. Sci-Bono s primary goal is to promote mathematics, science and technology. Sci-Bono works closely with, and on behalf of, the Gauteng Department of Education to enhance curriculum delivery in schools. As a part of its mandate Sci-Bono is organising the Grade 12 Examination Preparation Camps and is thus calling for the submission of quotations for the supply and delivery of accommodation space and related goods and services for Grade 12 learners over a period of about 5 days. EXAMINATION PREPARATION CAMPS Page 1

2 3. PURPOSES 3.1. The purpose of this RFB is to solicit formal written price quotations for the procurement of accommodation for the 2015 Grade12 Examination Preparation Camps. 3. SPECIFICATIONS 3.1 All quotations must be on the applicant s company letterhead and must indicate the following information: Cost per learner per day inclusive of three meals plus one tea, overnight accommodation, use of conference venues and breakaway rooms and all facilities Cost per adult per day, inclusive of three meals plus one tea and overnight accommodation VAT charges as well as the VAT registration number, where applicable. 3.2 FSQ FORM All quotations must be accompanied by the following FSQ form, which must be duly completed: 4. MINIMUM REQUIREMENTS 4.1. The Service Provider must supply Sci-Bono Discovery Centre with the following minimum requirement, failing which the proposal shall be automatically disqualified: EXAMINATION PREPARATION CAMPS Page 2

3 1) Certification of Registration; 2) Valid SARS Tax Clearance Certificate; 3) Declaration Forms (SBD 4, SBD 8 & SBD 9) and quotation form to be attached 4.2. REFERENCES The bidders must further supply SCI-BONO DISCOVERY CENTRE at most with two (2) contactable references where the bidder has delivered the similar services by simply stating the following: Name of client Position Contact telephone numbers Dates and Work performed. 5. PRICING SCHEDULE AND DELIVERY 5.1. GENERAL PRICING FEE 1) The bidder must provide a clear and unambiguous price schedule (quotation) with the fixed rates. 2) All disbursements and related costs shall be provided separately, if any, and shall be negotiated. 3) Discounts shall be accepted but without any conditions. 5.2 Bidders must confirm availability of the camp/s on the following dates: 05 to 09 October 12 to 16 October 19 to 23 October EXAMINATION PREPARATION CAMPS Page 3

4 6. CONDITIONS FOR SELECTION / SHORT LISTING 6.1. Proposals submitted will be evaluated using a system Method 2 (Financial Offer and Preference) in line with Section 7.3 (Table 5: Standard Tender Evaluation Method) of Sci-Bono s Supply Chain Management Policy All bids shall be subjected to the preliminary evaluation process and bidders who shall not the minimum requirements set by this RFP shall automatically disqualified and shall not be evaluated for functionality, and ultimately for price and preference. 6.3 District proximity 6.4 Capacity to accommodate the number of learners according to districts needs 6.5 Availability of the accommodation dates according to districts needs 6.6 The functionality evaluation criterion shall be as follows: CRITERIA SCORE RANGE POINTS Proposed Approach and Methodology SCORE 30 No understanding of PROJECT 0 Approach Paper (30) Demonstrate understanding of PROJECT, clear targets timelines and Demonstrate understanding of PROJECT, clear timelines, targets Demonstrate understanding of PROJECT, clear timelines, targets, and engagement strategy Project and Implementation Plan (30) Appropriateness of suggested delivery schedule indicating SCORE 30 targets and time frames per financial year and ability to reach and exceed the set targets No understanding of the PROJECT 0 Demonstrate understanding of PROJECT and clear timelines. 10 Demonstrate understanding of PROJECT, clear timelines, and targets. 20 EXAMINATION PREPARATION CAMPS Page 4

5 Organization, Staffing and Physical Resources (20) Tenderer's Experience (20) Demonstrate understanding of PROJECT, clear timelines, 30 targets, and engagement strategy. Verifiable of supporting documents of resources to be SCORE 20 deployed in the project None 0 Poor: Staffing, and assets 5 Satisfactory: Staffing, infrastructure, and assets machinery, 10 tools. Good: Project manager, staffing, infrastructure and assets) 15 Very Good: Very good resources (clear organogram with a 20 project manager and qualified staffing, infrastructure, financial and assets Experience in Applying the Similar Project or Experience of the SCORE 20 Lead Employee in Applying the Similare Project 0 2 years years years years 15 8 years and above 20 TOTAL Any proposal that scores less than 60% shall be disqualified and shall not be evaluated for price and B-BBEE The proposal obtaining the highest number of points may be awarded the contract, although other factors may lead to a different decision In the event of equal points scored, the tender will be awarded to the proposals scoring the highest on BEE. 7. CLOSING DATE AND TIME 7.1. Submissions should be submitted on the tender box, ground floor, on or before the 30 July 2015 at 14:00. All documents must be delivered to the corner of Miriam Makeba & President Street, Johannesburg, All correspondences shall be done by only to Fikile Mapela fikile.mapela@sci-bono.co.za, no telephonic correspondences shall be done EXAMINATION PREPARATION CAMPS Page 5

6 before and after the closing of bid. All bidders shall be informed in writing of the outcome of the bid adjudication process. 8. DISCLAIMER 8.1. Sci-Bono Discovery Centre reserves the right not to appoint a provider and is also not obliged to provide reasons for the rejection of any proposal. FSQ FORM All quotations must be accompanied by the following FSQ form, which must be duly completed: FSQ (FORM TO SUPPORT QUOTATION): Item No. Item Tick 2.1 Indicate what type of establishment? Hotel Chalets Bed and breakfast Tents Other, please specify 2.2 Dates when available? (Both dates can be ticked if available) 05 to 09 October 12 to 16 October 19 to 23 October 2.3 Total number of learners that can be accommodated? 2.4 Can boys and girls be separated? YES NO 2.5 If yes, briefly explain how boys and girls will be separated? EXAMINATION PREPARATION CAMPS Page 6

7 2.6 Number of learners that can be accommodated per room? 2.7 Indicate what bedding is provided? Learners Adults No mattress and no bedding Mattress Blanket Sheet Pillow Sleeping bag 2.8 Indicate the grade level of the facility? Not graded 1 star 2 star 3 star 4 star 2.9 List the recreation activities that are available? 2.10 List the number of conference venues, classrooms and/or breakaway rooms that will be available? Conference venues Breakaway rooms Classrooms 2.11 State how many learners can be accommodated in each of these rooms Conference venues Breakaway rooms Classrooms EXAMINATION PREPARATION CAMPS Page 7

8 2.12 What equipment is in each of these rooms? Blackboard or whiteboard Data projector PA system/ speakers Flipchart stand, flipchart paper & pens 2.13 Explain what onsite maintenance is provided? 2.14 Explain what onsite security is provided? 2.15 Explain what onsite cleaning is provided? 2.16 Are laundry facilities available? Specify type and costs Will there be a qualified First Aider on site? YES NO 2.18 Provide a detailed menu for 5 days: DAY 1 DAY 2 DAY 3 Supper Supper EXAMINATION PREPARATION CAMPS Page 8

9 Supper DAY 4 Supper DAY 5 Supper CHECKLIST WHEN SUBMITING QUOTATIONS Please submit relevant information required below, as insufficient information may invalidate your application Fax number/ address Physical address/postal Address Tel number(s) as contact number Cell number(s) as contact number Fill form completely Certificate of Incorporation from Registration of Companies (CIPRO) SARS Tax Clearance Certificate BEE Certificate ID Copies SUBMISSION OF PROPOSAL The deadline for the submission of proposal is 14H00 on 30 July Proposals must be hand delivered/dropped in Tender Box listed COO/SSIP/R15-16/01 Tell: EXAMINATION PREPARATION CAMPS Page 9

Request for Proposals (RFP) Moving office furniture from building 3A to building 22 and other CSIR store areas (in building 35 and 36)

Request for Proposals (RFP) Moving office furniture from building 3A to building 22 and other CSIR store areas (in building 35 and 36) RFP No. 816/16/02/2018 Date of Issue Friday, 02 February 2018 Friday,