REQUEST FOR QUOTATION FOR GOODS AND SERVICES FOR THE CITY OF JOHANNESBURG Procurement Less than R 200 000 (Including Vat) (For publication on the City of Johannesburg Notice Board/s & Website) The City of Johannesburg requests your quotation on the goods and/or services listed hereunder and/or on the available RFQ forms. Please furnish all information as requested and return your quotation on the date stipulated. Late and incomplete submissions will invalidate the quotation submitted. ADVERTISEMENT DATE 30 JANUARY 2013 DEPARTMENT ENVIRONMENTAL RFQ NUMBER: R0864/12 DESCRIPTION OF GOODS/SERVICES RFQ SPECIFICATION FORMS/ DOCUMENTS ARE OBTAINABLE FROM: GARDENING PROJECTS AT REGION G The COJ Website www.joburg.org.za/quotations OR FROM INFORMATION DESK 15 TH FLOOR METRO CENTRE 158 Civic Boulevard street BRAAMFONTEIN COMPULSORY REQUIREMENTS SUBMISSION OF QUOTES: TIME: CLOSING DATE ENQUIRIES: See conditions page. QUOTATION BOX, GROUND FLOOR, METRO CENTRE 158 Civic Boulevard street, Braamfontein 10h30 06 February 2013 Ms. Lydia Mogadima +27 11 587 4309/083 251 2586 Quotations above R30 000 will be evaluated on the basis of the 80:20 point system as stipulated in the Preferential Procurement Policy Framework Act (Act number 5 of 2000) & the City s Supply Chain Management Policies and Procedures.
COMPULSORY REQUIREMENTS 1. Original tax clearance Please note that copies of tax clearance certificates are not valid as per SARS and they will not be accepted by the City of Johannesburg. Failure to provide the original tax clearance certificate will result in the quotation being disqualified. 2. Latest copy of rate and taxes together with a completed Decleration on State of Municipal Accounts form. (Attached) Please note the following: a) There must be a Rates & Taxes invoice for each of the Directors of the Company as well as for the Company. The Rates & Taxes Invoice cannot be older than 3 months. If Rates & Taxes are in arrears for more than 3 months, the quotation will be disqualified. b) If the business is operated from the residence of one of the directors, an affidavit, certified, must be submitted stating the address of the business premises. c) If the premises from where business is conducted or where a director is residing, is leased a copy of the lease agreement or an affidavit must be submitted. 3. The quotation page must be signed. If you are using your own format on your Company s letterhead to quote please ensure that the quotation is signed. 4. The attached MBD 9 form (Certificate of Independent Bid Determination) must be completed and submitted with the quotation. If the MBD 9 is incomplete or not attached the quotation will be disqualified. 5. The attached MBD 4 form (Declaration of Interest) must be completed and submitted with the quotation. If the MBD 4 is incomplete or not attached the quotation will be disqualified. 6. Both the MBD 4 & 9 forms must be original for each quotation. No copies will be accepted. Both the MBD 4 & 9 forms must be dated within the quotation period. 7. A certified copy of the B-BBEE Status Level Verification Certificate must be attached. If not attached no points for B-BBEE will be awarded. 8. All price alterations must be signed for by the Bidder confirming that such changes were made by the Bidder. PLEASE NOTE THAT PRICE CHANGES WITHOUT A SIGNATURE WILL LEAD TO THE DISQUALIFICATION OF THE QUOTATION SUBMITTED. I HEREWITH CONFIRM THAT HAVE READ AND UNDERSTOOD THE ABOVEMENTIONED REQUIREMENTS SIGNATURE NAME
CONDITIONS 1. All goods or services purchased will be subject to CoJ SCM Policy and Procedures. A copy of said conditions is available from the SCMU office. 2. All purchases will be made through an official order form. Therefore no goods must be delivered or services rendered before an official order has been forwarded to and accepted by the successful bidder.. 3. To participate in the City s Quotation process for the procurement of goods and/or services, vendors are advised to get accredited and registered on the City s Supplier Database. Supplier registration forms are available from the. The City is dealing only with the registered and accredited suppliers on its Database. 4. All prices quoted must be exclusive of Value Added Tax (VAT). Suppliers who are not registered for VAT will be treated as Non VAT Vendors. 5. Prices quoted must include delivery charges and goods must be delivered to the address indicated on the quotation page. 6. All prices submitted must be firm. "Firm" prices are deemed to be fixed prices, which are only subject to the following statutory changes, namely VAT and any levy related to customs and excise. 7. Quantities are given in good faith and without commitment to the City of Johannesburg. The City reserves the right to increase or reduce the quantity to be in line with the set threshold for quotations prescribed in the SCM Policy. 8. THE CITY OF JOHANNESBURG DOES NOT TAKE RESPONSABILITY FOR ANY QUOTATIONS DEPOSITED IN THE WRONG BOX. I HEREWITH CONFIRM THAT HAVE READ AND UNDERSTOOD THE ABOVEMENTIONED REQUIREMENTS SIGNATURE NAME
ADDITIONAL REQUIREMENTS DECLARATION I certify that the information supplied is correct and I have read and understood the COJ General Conditions and Policies and Procedures and accept same I further certify that all the required information has been furnished and the relevant forms completed and are herewith submitted as part of the quotation. SIGNATURE: NAME: CAPACITY: DATE:
SUPPLY CHAIN MANAGEMENT UNIT P.O. BOX 7776 JOHANNESBURG 2000 VAT. NO: 4760117194 BIDDER: REQUEST FOR QUOTATION RFQ NUMBER RFQ DATE R0864 /12 30 JANUARY 2013 TEL: CONTACT PERSON FAX: NAME: Ms. Lydia Mogadima Your Vendor Number With Us +27 11 587 4309/083 251 TEL No: : 2586 Submission Deadline: 06 FEBRUARY 2013 Submission Time: 10H30 VALIDITY OF RFQ: 30 DAYS OFFICE USE ONLY: PRICE/S TO BE VAT EXCLUSIVE Please submit all Quotations to the fax number stated above RFQ S above R30 000-00 to a maximum of R200 000will be evaluated on the basis of the 80:20 point system as stipulated in the Preferential Procurement Policy Framework Act (Act number 5 of 2000). Points will be allocated as follows: Points for price: 80 Points for B-BBEE (Max of 20): Number of Points B-BBEE status Level of Contributor (80/20 system) 1 20 2 18 3 16 4 12 5 8 6 6 7 4 8 2 Non-Compliant contributor 0
SIGNATURE OF BIDDER CAPACITY REQUEST FOR QUOTATION (RFQ) NUMBER: R0864/12 Delivery Address: ITE M NO. DESCRIPTION Quantity Required Unit of Measure Date required Delivery Period / Lead time Price per Unit of Measure (Excluding Vat) Total (Excluding Vat) 1. GARDENING PROJECTS AT REGION G SEE SPEC NB ANY AND ALL ALTERATIONS MUST BE SIGNED FOR BY THE BIDDER CONFIRMING THAT SUCH ALTERATION WAS MADE BY THE BIDDER. PLEASE NOTE THAT PRICE CHANGES WITHOUT A SIGNATURE WILL BE DISQUALIFIED Grand Total Conditions 1. All prices quoted must be exclusive of Value Added Tax (VAT). 2. Prices quoted must include delivery charges and goods must be delivered to the address indicated. 3. All prices submitted must be firm. "Firm" prices are deemed to be fixed prices, which are only subject to the following statutory changes, namely VAT and any levy related to customs and excise. 4. Quantities are given in good faith and without commitment to the City of JHB. 5. Vendors not registered for Value Added Tax with SARS will be treated as Non VAT vendors.
SIGNATURE OF BIDDER CAPACITY TERMS OF REFERENCE BONTLE KE BOTHO FOOD GARDENING PROJECT (REGION G) TABLE OF CONTENTS No. Content 1. Background 2. Purpose of the project 3. Work scope 4. Project deliverables 5. Competencies required 6. Proposed time frames 7. Evaluation 8. Invoicing and payments 9. General 10. Contact details
1. Background Initiated in 2002, Bontle Ke Botho (BKB) is a clean and green campaign that aims to encourage Gauteng citizens to beautify their areas and conserve their natural resources. The campaign s intention is to initiate communities that are independent, strive towards sustainable livelihoods and poverty eradication. The campaign runs in the form of a competition with wards, schools, Metropolitan and Local municipality as participants, where the following themes have to be addressed: Sustainable agriculture to promote environmental friendly agricultural practices. Litter and waste management to encourage re-use, repair, and recycling Water conservation to promote water wise activities Energy efficiency to foster energy efficient ethics and actions Greening to endorse the beautification of surroundings. Objectives of Bontle Ke Botho Mobilise communities and different stakeholders to partake in the protection and improvement of the environment. Raise awareness and deepen the understanding of environmental issues and their impacts, both positive and negative. To promote sustainable living practices. Establish strategic partnerships to ensure collaborative management of the campaign. Empower communities through education to foster the understanding of environmental rights. The City of Johannesburg participates in the campaign on a yearly basis, and is classified in the Metropolitan Municipalities category alongside the City of Tshwane and Ekurhuleni. For the 2011/12 financial year, the Provincial BKB award ceremony took place on 12 July 2012 at Birchwood Hotel in Ekurhuleni. The ceremony took the form of a Gala Dinner hosted by MEC of GDARD, Ms Nandi Mayathula- Khoza. Also celebrated at the ceremony was the BKB campaign 10 year anniversary. It was at this event that the City of Johannesburg was announced as the first prize winner s in the Metropolitan category. The second prize was awarded to the City of Tshwane. The City of Johannesburg, as the First prize winners of the BKB, will by implication represent Gauteng Province in the Greenest Municipality Competition (GMC). 2. Purpose of project As part of celebrating the City s win on the Provincial BKB prize money, the Environment, Infrastructure & Services Department (EISD) would like to give back to the City s schools and community and encourage them to participate in the campaign. The main purpose of this project is to use schools as models to address BKB themes. This will involve establishment of food gardens, training of community based educators and fruit tree distribution in two schools. There will also be detailed education to schools and communities about effective waste management and energy efficiency. It is therefore required that the service provider carry out the task of raising awareness and educating CoJ schools and communities about Bontle Ke Botho in order to increase participation. The service provider will also be required to assist the two schools in developing their Environmental Management Plans (EMP) for entry into the 2012/13 BKB competition.
3. Work scope The service provider is to undertake the following: 3.1 Food garden project rollout 3.1.1 Produce a workshop implementation model. 3.1.2 Workshops to be conducted to capacitate educators, learners and school gardeners to care and sustain the food gardens. 3.1.3 Training of Community Based Educators (CBEs). 3.1.4 Establishment of two food gardens in two schools. 3.2 Fruit tree Roll-out 3.2.1 Provide 500 fruit trees 3.2.2 Employ 20 community based educators for two weeks 3.3 BKB entries 3.3.1 Design two EMPs, one for each school 4. Project deliverables 4.1 Hold regular meeting with project managers at intervals as stipulated in the work plan approved by the City of Johannesburg. 4.2 Record accurate minutes of the meetings and circulate to all attendees. 4.3 Supply progress reports as agreed upon with the project manager. 4.4 Submit all drafts and the final copy of designs, reports, models and any other documentation as electronic and hard copy format. Outputs expected from this project are: One Workshop with educators, learners and school gardeners from each school. 500 fruit trees Established food garden in each school 20 employed CBEs from the surrounding area of the project. Other Important Information: All designs are subject to approval by the City of Johannesburg Marketing and Communications Department, keeping in line with the City s Corporate Identity standards. Submit your proposal with sample of the previous work you have done to: Environment, Infrastructure & Services Department (EISD), 118 Jorissen Street, 11 th Floor Traduna house, Braamfontein, Johannesburg. 5. Competencies required The service provider should provide detailed CVs of team members experienced in project management, environmental education, communication, budgeting and implementation. This should also include but not limited to: Understanding of environmental education and awareness approaches. Report writing skills Administrative skills Green procurement of materials
Include team members CV with their detailed qualification and experience relevant to this request in the proposal to be submitted to Environment, Infrastructure & Services Department (EISD). To ensure objectivity of the team, each member must submit a signed declaration that specifies his or her involvement with a project that may affect the work scope of this project. 6. Proposed time frames The project is anticipated to run for no longer than one month from the date of appointment and is envisaged to start in March 2013 and end in March 2013. 7. Evaluation Proposals will be evaluated using the following criteria: Criteria applicable Allocation of points/weighting Functionality Methodology and approach 40 Experience in: Related project Three contactable reference 10 1=3 2=5 3=10 Skills and expertise Graphics and designs Accredited training provide CV s of proposed project members Stage A Total 100 20 3-years=5 5-10years=10 10 and more=20 30 =10 =10 =10 Pricing Rates as per Regulatory body per level 90 Discounts provided on rates prescribed on regulatory body BEE BEE 20 Stage B Total 100 The Preferential Procurement Policy Framework Act using the 80:20 points systems will also be used to evaluate proposals from service providers, whereby 80 points is allocated for price and functionality and 20 points for Affirmative Business Enterprise. Functionality will be evaluated on the basis of previous experience and expertise on similar projects (qualifications and experience of staff) and resourcing (capacity, availability, accessibility and timing). It is the company s responsibility to ensure provision of documented proof in terms of the evaluation criteria stated above as failure to adhere will result in no points being allocated.
Proposals shall include: Details of expertise and experience Company ownership profile Understanding of then Terms of Reference Proposed approach and methodology CVs of project team proposed Pricing (Including VAT) and timeframes for key deliverables Contact persons and details of offices. Financial breakdown/costing Work plan from the date of appointment outlining various project activities, timelines and reporting stages leading to the completion of the project. Appointment will be agreed upon with the City of Johannesburg. The total cost of undertaking the project should clearly be presented in the proposal. 8. Invoicing and payments 8.1 Invoices must indicate the task and /or output and should include a short description of work done referring to any reports, as per the agreed payments schedule. 8.2 No upfront payments will be made. Payments for works completed will be done within 30 days of submission of invoice. 8.3 All invoices to be address to the City of Johannesburg quoting the City s VAT registration number. 8.4 List of invoices to be submitted are to be included in the draft plan of work 8.5 The Environmental Management Department reserves the right to commission only a portion of the work 8.6 The City of Johannesburg reserve the right to retain a portion of the service provider s fees pending completion of related work 9. General 9.1 Work plan to include detailed tasks to be carried out, allocated person to each task, hourly rate to be charged and number of hours allocated for each task. 9.2 Copyright of information obtained through the course of the project is the property of the City of Johannesburg and may not be sold or re-produced by the service provider without the prior permission of the City of Johannesburg. 9.3 All reports are to be bound with an agreed upon City of Johannesburg cover page designed for the project. 9.4 No presentations of the report may be made without the prior permission of the City of Johannesburg. 9.5 The City of Johannesburg reserves the right to retain a portion of the consultants fees pending completion of work. 9.6 Appointment will be subject to signing the City s contract to be signed during /after the project initiation meeting. 9.7 The successful bidder will be required to register with the City of Johannesburg as an accredited City supplier. 10. Contact details For further details and clarity on any aspects under the terms of reference please contact: Name Tel Cell Ms. Lydia +27 11 587 4309 083 251 2586 Mogadima