Bid Specification Template 1651... · Web viewthe protective wear like overalls, gloves, safety...

ANNEXURE 1

TECHNICAL AND PRICING REQUIREMENTS

BIDDERS MUST SUBMIT ANNEXURE 1 TOGETHER WITH THE MAIN BID DOCUMENT

BID NUMBER: RFB 1651/2017

PUBLICATION DATE:

03 November 2017

CLOSING DATE: 24 November 2017

CLOSING TIME: 11:00AM

RFQ DESCRIPTION:

PROCUREMENT AND APPOINTMENT OF A REPUTABLE LANDSCAPING AND GARDEN TERRAINS (DEFORESTATION / TREE FELLING) AND INDOOR PLANTS MAINTENANCE CONTRACTOR(S) THROUGH AN RFB:- FOR A 3 YEAR PERIOD AT VARIOUS SITA HQ CAMPUSES IN CENTURION, ERASMUSKLOOF, BETA AND NUMERUS WITH THE OPTION TO INCLUDE FUTURE NEW SITES

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ContentsANNEX A: INTRODUCTION................................................................................................................................. 5

1. PURPOSE AND BACKGROUND......................................................................................................................... 5

1.1. PURPOSE........................................................................................................................................................51.2. BACKGROUND................................................................................................................................................5

2. SCOPE OF BID.................................................................................................................................................. 5

2.1. SCOPE OF WORK.............................................................................................................................................52.2. DELIVERY ADDRESS.........................................................................................................................................62.3. CUSTOMER INFRASTRUCTURE AND ENVIRONMENT......................................................................................6

3. TECHNICAL REQUIREMENT OVERVIEW............................................................................................................ 6

3.1. PRODUCT REQUIREMENT...............................................................................................................................73.2. SOLUTION REQUIREMENT..............................................................................................................................73.3. PROJECT AND SERVICES REQUIREMENTS.......................................................................................................7

4. BID EVALUATION STAGES................................................................................................................................ 8

ANNEX A.1: ADMINISTRATIVE PRE-QUALIFICATION...............................................................................................9

5. ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS..................................................................................9

5.1. ADMINISTRATIVE PRE-QUALIFICATION VERIFICATION...................................................................................95.2. ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS................................................................................9

ANNEX A.2: TECHNICAL MANDATORY, FUNCTIONALITY AND PROOF OF CONCEPT REQUIREMENTS.....................10

6. TECHNICAL MANDATORY.............................................................................................................................. 10

6.1. INSTRUCTION AND EVALUATION CRITERIA..................................................................................................106.2. TECHNICAL MANDATORY REQUIREMENTS...................................................................................................106.3. DECLARATION OF COMPLIANCE...................................................................................................................15

7. TECHNICAL FUNCTIONALITY.......................................................................................................................... 16

7.1. INSTRUCTION AND EVALUATION CRITERIA..................................................................................................167.2. TECHNICAL FUNCTIONALITY REQUIREMENTS..............................................................................................17

8. PROOF OF CONCEPT...................................................................................................................................... 22

8.1. INSTRUCTION AND EVALUATION CRITERIA..................................................................................................228.2. PROOF OF CONCEPT REQUIREMENTS..........................................................................................................23

ANNEX A.3: SPECIAL CONDITIONS OF CONTRACT (SCC).......................................................................................24

9. SPECIAL CONDITIONS OF CONTRACT.............................................................................................................. 24

9.1. INSTRUCTION...............................................................................................................................................249.2. SPECIAL CONDITIONS OF CONTRACT............................................................................................................249.3. DECLARATION OF ACCEPTANCE...................................................................................................................31

ANNEX A.4: COSTING AND PRICING..................................................................................................................... 33

10. COSTING AND PRICING.................................................................................................................................. 34

10.1. COSTING AND PRICING EVALUATION...........................................................................................................3410.2. COSTING AND PRICING CONDITIONS............................................................................................................3410.3. DECLARATION OF ACCEPTANCE...................................................................................................................3510.4. BID PRICING SCHEDULE................................................................................................................................36

ANNEX A.5: TECHNICAL SCHEDULES.................................................................................................................... 43

11. TECHNICAL SCHEDULES................................................................................................................................. 43

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11.1. LOCATION SCHEDULE...................................................................................................................................4311.2. EQUIPMENT AND QUANTITY SCHEDULE......................................................................................................4311.3. SOLUTION ARCHITECTURE............................................................................................................................4311.4. SERVICES AND PERFORMANCE SCHEDULE...................................................................................................4311.5. PROJECT AND DELIVERY SCHEDULE..............................................................................................................43

ANNEX A.6: TERMS AND DEFINITIONS................................................................................................................. 44

1. ABBREVIATIONS............................................................................................................................................ 44

2. DEFINITIONS................................................................................................................................................. 44

ANNEX A.7: BIDDER SUBSTANTIATING EVIDENCE................................................................................................45

ANNEX B: LOCAL CONTENT REQUIREMENTS (SBD 6.2)......................................................................................46

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ANNEX A: INTRODUCTION

1. PURPOSE AND BACKGROUND

1.1. PURPOSE

The purpose of the RFB To invite prospective and reputable service providers through a competitive Procurement process (RFB) to render /provide Landscaping and Garden Terrains (Deforestation /Tree Felling) and Indoor Plants Maintenance services at various SITA HQ campuses situated at the Erasmuskloof, Centurion, Beta and Numerus buildings, with an option to include future new offices.

1.2. BACKGROUND

SITA HQ campuses situated in Pretoria comprise of huge terrains, drive and walk ways, parking lots, grounds with invasive plants and vegetation, lawns, natural grassed areas, trees/shrubs, flower beds and interior corner/boulevard gardens. The extent of these terrains is estimated to be within the following measurement units which will be reassessed on an ongoing basis:-

a) SITA Centurion – 17 Hectare (Field grass and lawns - ± 11 HA)b) SITA Erasmuskloof – 8 Hectare (Field grass and lawns - ± .94 HA)c) SITA Beta – 1.2 Hectare (Garden related areas/lawn – 0.094 HA)d) SITA Numerus – 1.1 Hectare (Garden area ± 20m²)e) SITA Proposed new building

SITA will further require movable office plant maintenance and upkeep/servicing within the SITA Centurion, Erasmuskloof, Beta and Numerus buildings. The above mentioned buildings is currently having 410 office plants in movable containers.

.

The requirement will be sourced based on the following sourcing and contracting principles: a) Fixed Term Contract (Three Years). b) Defined terms and conditions on client and supplier(s) liabilitiesc) Defined norms and service level standards (penalties).d) Define and monitor compliance with Preferential Procurement Goals

2. SCOPE OF BID

2.1. SCOPE OF WORK

The scope of this project will include but not limited to the following outputs as the details will be included in the technical Specification (See copy attached):-

Daily maintenance

• Mowing of Lawns.

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• Tree Felling / Perimeter Bush Clearance (Deforestation).

• Cutting of field grass and related vegetation on perimeters and around buildings and emergency assembly points.

• Removal of weeds and vegetation along drive ways, in parking lots and all walk ways/paved areas.

• Invasive plants and vegetation treatment and clearance.

• Ensure proper disposal of garden rubbish

2.2. DELIVERY ADDRESS

(i) The services must be provided at the following physical addresses

No Site Name Physical Address1 Centurion Data Centre John Vorster Drive, Centurion,

Pretoria2 Numerus Data Centre 35 Hamilton Street, Pretoria3 Beta Data Centre 222 Johannes Ramokhoase, Pretoria4 Erasmuskloof Head Office 459 Tsitsa Street, Pretoria5 New Proposed Building (OPTIONAL) TBC

2.3. CUSTOMER INFRASTRUCTURE AND ENVIRONMENT

Not Applicable

3. TECHNICAL REQUIREMENT OVERVIEWSITA requires the following services:

a) Appointment of a reputable Landscaping and Garden Terrains (Deforestation / Tree Felling) and Indoor Plants maintenance contractor

b) All Requirements must be to Specification Applicable industry norms and standards (ISO/ TC).

c) Fixed term contract (3 Years)

d) Terms and conditions on Client (SITA) and Suppliers liabilities;

e) Norms and service level standards (penalties for non-performance);

f) Adhere to Preferential Procurement Goals (Annex A.3).

3.1. PRODUCT REQUIREMENT

Not Applicable

3.2. SOLUTION REQUIREMENT

Not Applicable

(i) SOLUTION TARGET ARCHITECTURE

Not Applicable

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(i) SOLUTION INTEGRATION REQUIREMENTS

Not Applicable

3.3. PROJECT AND SERVICES REQUIREMENTS

As defined in the Technical and Non-Technical requirements

(i) PROJECT DELIVERY SCHEDULE AND PERFORMANCE


(ii) SERVICE DELIVERY SCHEDULE AND PERFORMANCE METRICS


4. BID EVALUATION STAGES(i) The bid evaluation process consists of several stages that are applicable according to the

nature of the bid as defined in the table below.

Stage Description Applicable for this bidStage 1 Administrative pre-screening verification YESStage 2A Technical Mandatory requirement evaluation YESStage 2B Technical / non-mandatory requirement evaluation YESStage 2C Inspection of the premises and equipment of shortlisted

bidders who comply with all technical mandatories.YES

Stage 3 Submission of Draft Proposals on Complying with the Preferential Goals (Sub Contracting Black Owned Companies)

YES

Stage 4 BBBEE evaluation YES

(ii) The bidder must qualify for each stage to be eligible to proceed to the next stage of the evaluation.

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ANNEX A.1: ADMINISTRATIVE PRE-QUALIFICATION

5. ADMINISTRATIVE PRE-QUALIFICATION REQUIREMENTS

5.1. ADMINISTRATIVE PRE-QUALIFICATION VERIFICATION

(i) The bidder must comply with ALL of the bid pre-qualification requirements in order for the bid to be accepted for evaluation.

(ii) If the Bidder failed to comply with any of the administrative pre-qualification requirements, or if SITA is unable to verify whether the pre-qualification requirements are met, then SITA reserves the right to –

(a) Reject the bid and not evaluate it, or

(b) Accept the bid for evaluation, on condition that the Bidder must submit within 7 (seven) days any supplementary information to achieve full compliance, provided that the supplementary information is administrative and not substantive in nature.

5.2. ADMINISTRATIVE PRE-QUALIFICATIONREQUIREMENTS

(i) Submission of bid response: The bidder has submitted a bid response documentation pack –

(a) that was delivered at the correct physical or postal address and within the stipulated date and time as specified in the “Invitation to Bid” cover page, and;

(b) in the correct format as one original document, two copies and one CD.

(ii) Attendance at compulsory briefing session: If a compulsory briefing session was called, then the bidder has signed the briefing session attendance register using the same information (bidder company name, bidder representative person name and contact details) as submitted in the bidders response document.

(iii) Registered Supplier. The bidder is, in terms of National Treasury Instruction Note 3 of 2016/17, registered as a Supplier on National Treasury Central Supplier Database (CSD).

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ANNEX A.2: TECHNICAL MANDATORY, FUNCTIONALITY AND PROOF OF CONCEPTREQUIREMENTS

6. TECHNICAL MANDATORYPurpose: Technical Mandatory requirements are the absolute minimum requirements to fulfil the Business Objective;

6.1. INSTRUCTION AND EVALUATION CRITERIA

(i) The bidder must comply with ALL the requirements by providing substantiating evidence in the form of documentation or information, failing which it will be regarded as “NOT COMPLY”.

(ii) The bidder must provide a unique reference number (e.g. binder/folio, chapter, section, page) to locate substantiating evidence in the bid response. During evaluation, SITA reserves the right to treat substantiation evidence that cannot be located in the bid response as “NOT COMPLY”.

(iii) The bidder must complete the declaration of compliance as per section 6.3 below by marking with an “X” either “COMPLY”, or “NOT COMPLY” with ALL of the technical mandatory requirements, failing which it will be regarded as “NOT COMPLY”.

(iv) The bidder must comply with ALL the TECHNICAL MANDATORY REQUIREMENTS in order for the bid to proceed to the next stage of the evaluation.

6.2. TECHNICAL MANDATORY REQUIREMENTS

TECHNICAL MANDATORY REQUIREMENTS Substantiating evidence of compliance(used to evaluate bid)

Evidence reference(to be completed by bidder) <provide unique reference to locate substantiating evidence in the bid response – see Annex A.7>

(i) BIDDER CERTIFICATION / AFFILIATION REQUIREMENTS

Professional Certification as a Reputable Landscaping and Garden / Horticultural Services provider registered with any of

The bidder must submit as proof a copy of their professional registration with any of the industry accredited bodies or learning academies including

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the Industry professional bodies:- but not limited to the following: -

South African Landscaping Institute.

Lawnmowers Association of South Africa.

Landscaping and Irrigation Association

South African Nursery Association.

(ii) BIDDER EXPERIENCE AND CAPABILITY REQUIREMENTS

a) Landscaping Design Proposals and Catalogues

b) Landscaping Garden Services Project Execution Resource Plan.

a) The bidder must submit a copy of their current or previous Landscaping and Garden Services profile and catalogue.

b) The bidder must submit a copy of their Landscaping and Garden Services Assets / Equipment, Tools, Human Resources, Trucks etc. per site.

(iii) BIDDER PRESENCE REQUIREMENTS

The bidder must, in order to meet the Service Level Metrics as specified in the Special Conditions of Contract,

Provide for each customer service outlet:

a) proof of presence of bidder service outlets;

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have service delivery outlets or offices that are located within the Gauteng province.

and

b) summarise in a list:

(i) customer service outlet address

(ii) bidder service outlet address distance in km between customer and bidder service outlets.

SITA reserves the right to validate the indicated distance via road from the bidder’s office or depot to SITA Centurion site prior to the award of the bid.

(iv) PRODUCT OR SERVICE TECHNICAL REQUIREMENTS

Pesticides Environmental Friendly Quality Standards The Bidder must submit at least two prototype pesticides product quality standards for any pesticides as proof to comply with prescribed Quality and Environmental Friendly ISO (9001, 65.100 and 14001).

(v) BIDDER EXPERIENCE AND CAPABILITY REQUIREMENTS

The bidder must have experience to deliver professional, high The bidder must submit a letter/s of affirmation

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quality and cost effective landscaping garden Services and Related Services to similar entities and other Government or Corporate Clients minimum of 5 years (between 2010 to date).

from business or Government customers to whom the project or service was delivered. Each letter must be dated, signed and on a letterhead of the customer, which contain/indicates:

a) The customer Company name and physical address;

b) Customer contact person’s name, telephone number and email address;

c) For a Business customer, the Company Registration Number as registered with Companies and Intellectual Property Commission (CIPC);

d) Type of project/service/scope of work;

e) Project Start and End Dates

f) Supplier Performance Rating.

g) Rand Value

h) Disclose All Risks, Breaches etc.

NB: - Letter only to be signed by someone with verifiable delegated authority.

(vi) INTEGRATION REQUIREMENT




Not Applicable

(vii) LEGISLATIVE REQUIREMENTS

CIDB RATING

The Bidder must have a valid Construction Industry Development Board (CIDB) certificate with a minimum rating of S H5.

Attach to the bid’s technical response a valid CIDB rating certificate with a minimum rating of SH5CIDB rating as indicated on the certificate:

6.3. DECLARATION OF COMPLIANCE

Comply Not ComplyThe bidder declares by indicating with an “X” in either the “COMPLY” or “NOT COMPLY” column that –

(a) The bid complies with each and every TECHNICAL MANDATORY REQUIREMENT as specified in SECTION6.2 above; AND

(b) Each and every requirement specification is substantiated by evidence as proof of compliance.


7. TECHNICAL FUNCTIONALITY

7.1. INSTRUCTION AND EVALUATION CRITERIA

(i) The bidder must complete in full all of the TECHNICAL FUNCTIONALITY requirements.

(ii) The bidder must provide a unique reference number (e.g. binder/folio, chapter, section, page) to locate substantiating evidence in the bid response. During evaluation, SITA reserves the right to treat substantiation evidence that cannot be located in the bid response as “NOT COMPLY”.

(iii) SCORING MATRIX

1.

Criteria description: Registration with Workman Compensation and Certification of Good Standing

Level of substantiation required or information required ScoreNo copy of the Workman Compensation Registration Certificated Procedure submitted

0

Copy of the Workman Compensation Registration Certificate submitted and their entity certified to be in Good Standing.

5

2.

Criteria description: Public Liability Insurance Cover

Level of substantiation required or information required Score No Public Liability Cover Submitted 0 Proof of Public Liability Cover submitted but value below risks exposure R 2 000 00

3

Proof of Liability Cover submitted and equal or exceeding risks exposure 2 000 000

5

3.

Criteria description: Provision of Employees Protective Wear

Level of substantiation required or information required Score No catalogue or pictures of current employees’ protective wear submitted (To 0


3.

Criteria description: Provision of Employees Protective Wear

Level of substantiation required or information required Scorebe submitted after award).Copy of their current employees Protective Wear catalogue or pictures submitted but not fully compliant)

3

Copy of their current employees Protective Wear catalogue or pictures submitted and fully compliant

5

4.

Criteria description: Procurement Transformation Agenda

Level of substantiation required or information required ScoreNo submission of any document (s) or less than 10% Black ownership 010% to 29% Black ownership 130% to 50% Black ownership 351% to 100% Black ownership 5

(iv) Evaluation per requirement. The evaluation (scoring) of bidders’ responses to the requirements will be determined by the completeness, relevance and accuracy of substantiating evidence. Each TECHNICAL FUNCTIONALITY requirement will be evaluated using the following generic 5 point scale:

Evaluation criteria ScoreIrrelevant (does not meet any requirement or no substantiation) 0Poor (far below minimum requirements) 1Average (below minimum requirements) 2Good (meets minimum requirements) 3Very Good (exceeds minimum requirements) 4Excellent (far exceeds minimum requirements) 5

(v) Weighting of requirements: The full scope of requirements will be determined by the following weights:

No. Technical Functionality requirements Weighting


1. Registration with Workman Compensation and Certification of Good Standing

25%

2. Public Liability Insurance Cover 25%3. Provision of employees Protective Wear 25%4. Procurement Transformation Agenda 25%

TOTAL 100 %

(vi) Minimum threshold. To be eligible to proceed to the next stage of the evaluation the bid must achieve a minimum threshold score of 70%.

7.2. TECHNICAL FUNCTIONALITY REQUIREMENTS

TECHNICAL FUNCTIONALITY REQUIREMENTS Substantiating evidence and evaluation criteria(used to evaluate bid)

Substantiation reference(to be completed by bidder) <provide unique reference to locate substantiating evidence in the bid response – see Annex A.7>

(i) BIDDER CERTIFICATION AND PROFICIENCY REQUIREMENTS

a) Registration with Workman Compensation and 1 Certification of Good Standing

b) Public Liability Insurance Cover of R 2 000 000

a) The Bidder must submit a copy of their Workman Compensation Registration that further Certify that the company is in Good Standing.

b) The Bidder must submit a copy of their Liability


TECHNICAL FUNCTIONALITY REQUIREMENTS Substantiating evidence and evaluation criteria(used to evaluate bid)

Substantiation reference(to be completed by bidder) <provide unique reference to locate substantiating evidence in the bid response – see Annex A.7>

Insurance Cover confirming their current risks cover value.

(ii) DELIVERY TIMEFRAME-RELATED REQUIREMENTS, E.G. SCHEDULE, PLAN, ETC:

Provision of Employees Protective WearThe bidder must submit a catalogue indicating/showing the protective wear like overalls, gloves, safety shoes, safety goggles, etc.

(iii) PROCUREMENT TRANSFORMATION AGENDA

Bidder must submit a valid BBBEE certificate and/or shareholders agreement in case the company is not 100% Black owned.

The bidder must attach the required documents that is valid BBBEE certificate and/or shareholders agreement if the company is not 100% Black owned.

8. PROOF OF CONCEPTNot Applicable


ANNEX A.3: SPECIAL CONDITIONS OF CONTRACT (SCC)

9. SPECIAL CONDITIONS OF CONTRACT

9.1. INSTRUCTION

(i) The successful supplier will be bound by Government Procurement: General Conditions of Contract (GCC) as well as this Special Conditions of Contract (SCC), which will form part of the signed contract with the successful Supplier. However, SITA reserves the right to include or waive the condition in the signed contract.

(ii) SITA reserves the right to –

(a) Negotiate the conditions, or

(b) Automatically disqualify a bidder for not accepting these conditions.

(iii) In the event that the bidder qualifies the proposal with own conditions, and does not specifically withdraw such own conditions when called upon to do so, SITA will invoke the rights reserved in accordance with subsection 9.1(2) above.

(iv) The bidder must complete the declaration of acceptance as per section 9.3 below by marking with an “X” either “ACCEPT ALL” or “DO NOT ACCEPT ALL”, failing which the declaration will be regarded as “DO NOT ACCEPT ALL” and the bid will be disqualified.

9.2. SPECIAL CONDITIONS OF CONTRACT

9.2.1 CONTRACTING CONDITIONS

(a) Formal Contract. The Supplier must enter into a formal written Contract (Agreement) with SITA (internal).

(b) Right of Award. SITA reserves the right to award the contract for required goods or services to multiple Suppliers.

(c) Right to Audit. SITA reserves the right, before entering into a contract, to conduct or commission an external service provider to conduct a financial audit or probity to ascertain whether a qualifying bidder has the financial wherewithal or technical capability to provide the goods and services as required by this tender.

(d) Performance Security. In terms of section 7.1 of the General Conditions of Contract, a successful bidder must provide to SITA within 30 days after award of the contract a performance security to the amount of at least 10% of the bid price.

(e) Sub-Contracting.

i. The Support Contractor shall provide by itself the full scope of work, inclusive of all overheads required to perform an end-to-end service, including but not limited to: Appropriate transportation, including vehicles, Communication, HR, finance and procurement support, office facilities, all relevant and required tools, including office IT infrastructure, suitable warehousing and logistics to support first line maintenance. The cost for this is deemed included in the quoted labour rates.


ii. Where work is sub contracted to a specialist third party contractor, the Contractor must supervise the work continuously to ensure acceptable quality and to ensure that no risk exist to SITA and ensure no service interruptions to SITA or its clients. The Support Contractor remains fully responsible for the sub contractor’s actions or omission of actions. Penalties or claims for damages caused by the sub-contractor shall be applied to the Support Contractor in full. The contractor must obtain SITA’s permission for any sub-contracting of work.

(f) occupational health and safety

i. The contractor should provide a complete safety file for each SITA building. The safety plan must be provided within two weeks of date of appointment. The file should remain on site at the relevant SITA foreman’s office for the duration of the contract.

ii. The safety of SITA personnel and visitors at the applicable premises should be a priority at all times. Care should be taken not to disturb/disrupt the SITA daily operations during normal office hours.

iii. The successful bidder should adhere to the Occupational Health and Safety (OHS) Act and the applicable regulating institutions (National and Local Authority) laws/bylaws at all times and perform their service and maintenance tasks in accordance to the relevant guidelines/code of conduct.

iv. Identifiable safety signage/cones should be displayed at all times in areas where garden/horticultural maintenance activities are performed, which could impose an OHS risk to SITA personnel/clients/visitors, such as: close to walk ways, drive ways, parking lots, recreation areas and other applicable areas.

v. It is compulsory for the staff members of the appointed contractor to wear identifiable protective clothing and safety gear, while performing their duties.

(g) personnel contract management

a) The contractor should provide a detailed manpower plan/work schedule within two weeks after date of appointment of the supervisor; maintenance personnel and staff members allocated to each of the applicable SITA Pretoria buildings.

b) Staff rotation/replacement/resign/new appointments, should at all times immediately be brought under the attention of the SITA contract manager, for security purposes such as, vetting, security clearance, activation and de-activation of access control cards, where applicable.

c) Staff members of the appointed contractor are required to report to the relevant SITA foreman on their arrival. The security registers at the main vehicle entrance gate, as well as at the main reception area, should always be completed on arrival and departure.


d) All staff members of the appointed contractor (incl sub- contractor employees) should undergo vetting procedures and be compliant to Vetting regulations required for NKP SITA buildings.

(h) service level requirements

i. The successful bidder should provide a comprehensive project plan per building within two weeks after appointment. This should include daily/weekly/monthly/quarterly and annually maintenance service/working schedules with the associated check and control sheets, in accordance with the scope of work.

ii. Fauna & Flora: The habitat and well-being of all animal and bird life on the SITA premises should be protected/safeguarded and respected at all times. However, the appearance of rodents and other problematic species should be brought under the attention of SITA Facility Management, for further and appropriate action/instruction.

iii. Garden/horticultural maintenance activities which will cause a disturbance or damage the property of SITA and its personnel/clients/visitors during normal working hours, should be conducted after hours and over weekends, such as: manual weed control, brush cutting and related work, spraying and the use of toxic pest/weed control poisons, in and around/between parked vehicles in parking lots, recreation areas, cafeterias, office accommodation areas and other applicable areas. (Note: Allowance to be made for after hour/weekend, work in pricing calculations)

iv. Self-supportive light weight movable “screening off” shade net barrier screens to be used at all times where brush cutting and lawn mowing activities are undertaken near and in the vicinity of parked vehicles in car parks and drive ways.

(i) DELIVERY ADDRESS.

The supplier must deliver the required products or services at the physical locations as specified in section 2.2 Delivery Address

9.2.2 SCOPE OF WORK AND DELIVERY SCHEDULE

(a) The Supplier is responsible to perform work as outlined in the Work Breakdown Structure (WBS) below:

Annex A: (1 – 20) - HIGH LEVEL SCOPE OF WORK– EXTERIOR AND INTERIOR

(ii) (Lawns, Field Grass, Perimeters, Sterile strip, Furrows, flower beds and others)

WBS Statement of Work Delivery Timeframe1. Cutting of lawns in highly used/visible areas

which are in the eye of personnel/clients/visitors Weekly


by means of ordinary lawnmowers with a low noise level. Lawn edging to be done by hand, brush or edge cutters.

2. Field grass to be cut by means of ride on lawnmowers/tractor and slasher equipment or when required, to a length of 150 mm and lower.

Monthly

3. A sterile strip to be maintained in all High Security areas, such as foot patrol routes and special double fenced “gangway” which must be kept free and clear of any type of vegetation.

This also applies for garden related areas at any of the emergency escape exit doors at all of the applicable SITA buildings, which provide exit to the various emergency assembling points.

Ongoing routine basis

4. Perimeter fencing on the inside of terrain: A five (5) meter wide fire and vehicle/foot patrol path, where applicable, to be kept clear from obstruction and excessive plant growth at all times. All grass/shrubs/trees and weed related vegetation to be kept short (75mm and lower), along the entire perimeter fencing, up to and underneath the applicable concrete pole/steel or wired fencing on a monthly basis.

Trees and shrubs that grow directly next to any part of the outer perimeter or inner high security area/s fences should be removed on a continuous basis.


5. Perimeter fencing on outside of terrain: A two (2) meter wide fire and foot patrol path to be kept clear from obstruction and excessive plant growth. All grass/shrubs/trees and weed related vegetation to be kept short (75mm and lower), along the entire perimeter fencing, up to and underneath the applicable concrete pole/steel or wired fencing


6. All main storm water outlets/culverts and furrows/ditches situated in natural vegetation/grassed/garden areas to be kept clear from any type of obstructing material and plant growth (75 mm and shorter).


7. All storm water related catch pits/gulley’s/culverts situated on the SITA premises along roads, walk ways and in garden areas, to be kept clean and clear from any obstructing waste and plant material,



irrespective of the nature thereof.8. The contractor to use a movable mechanical

tree/shrub branch chipper machine (Industrial type), to make wooden chips/mulch from branch/shrub cut offs (continuous maintenance and during pruning season) on site, which must be placed/spread in a layer across garden beds, in order to retain moisture in the ground and to prevent excessive water evaporation.The movable chipper machine to be used on a rotation basis between the SITA Centurion and Erasmuskloof buildings.

With regard to the Centurion and Erasmuskloof buildings, on site compost to be made in an appropriate horticultural/scientific manner in an area/s, to be pointed out by the client. Only garden waste that is suitable for compost making (leaves, grass, chipped branches, soil/mulch and compost activator), to be used for purposes of that.The compost; to be turned monthly and when decently matured, to be worked into applicable SITA garden areas, where required.

For further green and water saving initiatives, see “Irrigation and Watering” under number 10.14.


9. All indoor boulevard and corner gardens at the Centurion and Erasmuskloof buildings, to be serviced, watered and maintained. These gardens to receive seasonable compost and fertilizing on a ongoing basis, as per the general and applicable scope of work/program.

Centurion: 2x Boulevards

Erasmuskloof: 10x corner gardens in main building : 2x Boulevards in main building : 7x corner gardens in Apollo Training area

Weekly

10. All concrete planter (flower) boxes in and outside of the Erasmuskloof building, which are situated in the main building (9x), Cafeteria (7x), Stoep area at Cafeteria and Block D (35x) and parking lots (53x), to be maintained, watered and



fertilized on a ongoing basis, as per the general and applicable scope of work/program.

11. Fertilization:

To be performed four times per annum in the months of January, April, August and November, in high focus and daily used by personnel/clients/visitors, areas.

LawnsSteamed and weed free organic top dressing – annually in August with 2.3.2 (22) and then as mentioned in the above paragraph.

Flower beds and other planted areas:To receive and spitted into the ground, organic compost (made on the SITA premises – refer 5.1.14) with 232 (22) in August; 3.1.5 in November and January and 2.3.2 (22), in April, for among others (but not limited to) Agapanthus/Roses etc.

Trees and Shrubs:2.3.2(22) and compost in August, 2.3.2(22) in November, January and April, annually.

As per guide line/schedule

12. Pruning of trees, shrubs, climbers, perennials, roses and other seasonal vegetation

The removal of dead flowers and rose knobs

Pruning of climbers/ground covers are necessary in order to prevent it from growing into trees, against walls, perimeter fencing and any other related infrastructure.

Mainly in July / August or when and where required.

On an ongoing basis

Regularly

13. Weeds and Weeding:

To be performed on walkways, parking lots, driveways, flower beds, lawns and other related areas, by means of hand weeding/spitting/spraying. Products such as Glyphogan 360/Round Up/Mamba or similar, to be used for weed control purposes in parking



lots, drive and walk ways and any other paved/concrete/asphalt areas.

The control of invasive alien plant growth specified on the SAPIA database and which out-compete other friendly indigenous and non-indigenous species are to be removed and controlled on an ongoing basis by means of mechanical and environmentally safe chemicals, in all garden and other related areas.

Cypermethrin, Garden Ripcord, Baythion, or similar emulsifying insecticide products, Rose care, snail ban etc., supportive of the Green Strategy, should be used for effective insect, fungi, bacteria, ants, worm, cricket, termite, etc. control, on the SITA premises/buildings.

14. Irrigation and watering:

Wetting/watering activities to be done by using the existing irrigation system where it is functional and available or otherwise by means of hose pipes, by hand or other watering devices, which the latter are to be supplied by the garden maintenance contractor.Watering frequency (pending the weather), might differ from shady to sunny and under roof areas, but a basic guideline will be:

(It need to be mentioned that the SITA irrigation systems are not fully functional, in all areas)

From “Green/water saving” under number 10.8.

The bidder to supply and position various vertical 10, 000 litre JoJo or similar water tanks (colour: Dark/Olive green) in strategic areas which will be indicated by the client, in order to catch/harvest rain water runoff from roofs, into the tanks.

The bidder to provide a hand held single phase stainless steel casing submersible water pump (minimum 150 l/min at 8 meter head) with the required fittings, a 100 meter (2/50 m) 19 mm hosepipe and a 2.6 meter (8 feet”) step ladder, in order to move the pump from tank to tank and to utilize the stored rain water, for hand

High traffic areas (in the eye) - weekly basis

Less high traffic areas – two weekly basis

Other areas by ordinary rain fall or to be determined by need

Once off


held/sprayer head, wetting/irrigation purposes, at strategic and highly focused garden beds/lawns/exterior planter boxes, etc.

Centurion:

• 10/10 000 litre tanks• 1/100 m 19 mm reinforced hosepipe &fittings• 1/EBARA or similar stainless steel casing submersible water pump (minimum 150 l/min at 8 meter head)• 1/2.6 meter (8 feet”) stainless steel step ladder

Erasmuskloof:

• 12/10 000 litre tanks• 1/100 m 19 mm reinforced hosepipe & fittings• 1/EBARA or similar stainless steel casing submersible sump water pump (minimum 180to 250 l/min at 8 to 12 meter head)• 1/2.6 meter (8 feet”) stainless steel step ladder

(Purpose of step ladder: To open/lift top cover of almost 3 meter high, 10 000 litre tank, in order to place/remove pump into and from tank, for wetting purposes). The applicable infrastructure/equipment will remain the property of SITA, after the contract has expired.

15. Spitting/Loosening of soil, Raking & Cleaning:

All garden areas, (flower beds, lawns, berms, flower boxes, veldt areas, etc.); the continuous spitting, raking and removal of dead leaves/flowers, rose buts, seeds, and other garden related waste.

On a ongoing basis/daily

16. Other non-garden waste:

Any other waste related material such as paper cups, papers, empty canisters, cigarette buds etc., which are to be found in any of the mentioned garden areas/pot plants/lawns/flower beds, must be picked up/removed/disposed, by the garden

Daily


maintenance personnel, as part of this contract.17. Garden upgrades: New annually in season

colour- full, plant material:

One month after the award of this contract an immediate once off and then for the duration of this contract, each and every year during Spring (August/September months), a component of new organic soil, compost, bone meal and fertilizer’s must be worked into various designated focus areas (garden flower beds and other plant areas or planter boxes)

After completion of the above mentioned, a NEW component of “in season” colour-full annual plant material, must be supplied and planted in the applicable areas, i.e. (but not limited to), Begonia, Impatiens, Nicotiana alata Grandiflora, Petunia, Pansy etc. (See the pricing schedule, per SITA building).

• SITA Centurion: 200 m²• SITA Erasmuskloof: 200 m²• SITA Beta: 50 m²• SITA Numerus: 20 m²• Proposed new building

Yearly

18. General Garden upgrades and transplanting:

The upgrading of gardens and planting of plants, trees, shrubs, etc. by means of transplanting of plant material on the working premises itself from over growth areas, to other areas of shortage when required, or the planting of plant material supplied by the employer, obtained from any other source.

When required

19. Waste material:

All waste material to be stored neatly on a temporary basis in refuse bags/self-supplied containers/skips, in a storing place to be indicated by the client. All garden related waste material to be carted away from site with contractors own transport and expense and the SITA refuse bins/skips may not be used therefore.

Weekly

20. Deforestation / Tree Felling:


Deforest and removal of all invasive trees and plant growth on the Erasmuskloof and Centurion terrains.Perform a manual and chemical treatment program for the duration of the contract against invasive plant material regrowth and root regeneration. (See pricing section)

A once off

As per program/requirement

Annex B, 21 – 32 - SCOPE OF WORK – MOVABLE INDOOR OFFICE PLANTSScope of work for interior office plants which are not exposed to natural light conditions, in existing individual movable containers. these plants/containers are situated in various parts of the applicable buildings, such as: open plan office accommodation, receptions, passages, boulevards and other relevant in-house areas: SITA provide and owns the existing pot plant containers, stylers/liners and plant material, which will remain the property of SITA after this contract has expired).

21. The service and maintenance of all plants and containers situated in various areas, across the mentioned SITA Pretoria buildings, in accordance with IPSA Guidelines and methods.

Weekly

22. The taking of light readings for purposes of identifying the correct interior type of plant for placement in Low/Medium lighting conditions, across the various areas inside buildings

When required

23. The correct positioning and reshuffling of existing movable plant containers, to the best appearance/interest of SITA and the plant/s, it selves.

When required

24. Watering of plants through the relevant water inlet device per container, in accordance with appropriate indoor plant guidelines.

Maintenance to be performed on "styler" inners/liners, per container.

Regularly

25. The liquid fertilizing (with a low odour) of plants by using fertilizers which contain amongst others Nitrogen/Phosphorus/Potassium in the correct proportions.

Monthly basis or when required, in between.

26. The plant foliar (leaves) to be cleaned/treated and sprayed with a suitable organic concentrate (low odour and to be kept in a shiny and neat condition.

Monthly

27. The continuous removal of damaged/unsightly foliage of all indoor plants.

Weekly


28. Plant pest and disease treatment to be performed with an environmental friendly product which will not influence/affect the productivity/health of any SITA employee/client/visitor.


29. The regular replenish of bark chips in containers, above the inner/liner (Styler).

When required.

30. Sub-standard plants which is subject to improper maintenance (too big, bushy, busy dying, losing leaves/foliage/colour etc.…), to be replaced free of charge by the contractor, for the duration of the contract.

Replacement plants to be of the same type, standard and suitable size for the applicable container/environment.


31. The various working areas of service technicians at indoor gardens and office plants in containers, to be kept clean and all waste material to be removed simultaneously, as technician/s, move on to other plant containers/areas.


32. The servicing and maintenance of office plants, to be conducted during SITA’s official working hours and the procedure should not be to a disturbance of SITA personnel and visitors.


Annex C: INDOOR OFFICE PLANT REPLACEMENTS Within the first month after the award of this contact, in year ONE, the successful bidder must replace indoor office plants in movable containers, as set out in the centre column of the below table, per building – See pricing schedule.

Year One (Y1):

Building Bidder to replace 50% of the existing indoor plants in movable containers, with new plants one month after award of this bid, for year one (Y1) of this contract.

Total number/quantity of current full sets (container/styler/filler neck/plant/bark chips) to be serviced and maintained, as per the below table, per building.

Centurion:125x plants (50%) of the current 250 movable plant containers.

250


Erasmuskloof60x plants (50%) of the current 120 movable containers

120

Beta:10x plants (50%) of the current 20 movable containers

20

Numerus:10x plants (50%) of the current 20 movable containers

20

Quantity205 410

Year Two (Y2):

Building Bidder to replace 25% of the existing plants in movable containers, with new plants, for year two (Y2) of this contract.

Total number/quantity of current full sets (container/styler/filler neck/plant/bark chips) to be serviced and maintained, as per the below table, per building:.

Centurion: Bidder to replace 63x (25%) of the existing old plants with new plants in movable containers

250

Erasmuskloof: Bidder to replace 30x (25%) of the existing old plants with new plants in movable containers

120

Beta:Bidder to replace 5x (25%) of the existing old plants with new plants in movable containers

20

Numerus:Bidder to replace 5x (25%) of the existing old plants with new

20


plants in movable containers

Quantity103 410

Year Three (Y3):

Building Bidder to replace 25% of the existing plants in movable containers, with new plants, for year two (Y2) of this contract.

Total quantity of full sets to be serviced and maintained.

Centurion:Bidder to replace 62x (25%) of the existing old plants with new plants in movable containers

250

Erasmuskloof: Bidder to replace 30x (25%) of the existing old plants with new plants in movable containers

120

Beta:Bidder to replace 5x (25%) of the existing old plants with new plants in movable containers

20

Numerus:Bidder to replace 5x (25%) of the existing old plants with new plants in movable containers

20

Quantity102 410


SERVICES AND PERFORMANCE METRICS(a) The bidder is responsible to provide the following services as specified in the Service

Breakdown Structure (SBS):

SBS Service Element Service Grade Service Level1. Landscaping and Garden

ServicesPlatinum 9 h x 5 weekdays x 52weeks, per

annum2. Brush cutting and weeding Normal Bi weekly over Saturdays in/around

parking lots x 26 weeks, per annum3 Water Conservation and

Irrigation programNormal Reduce current consumption costs

by up to 15%4 Empowerment and Skills

Development SupportNormal Sub-contracting up to 50% to black

owned business.5 Occupational Health and

Safety CompliancePlatinum 24h x 5 days x 52weeks

(a) 07h00 – 16h30 during ordinary weekdays and 08h00 – 016h000 over weekends, when applicable.

10 SCOPE OF TECHNICAL SOLUTION DEVELOPMENT

Not applicable

11 SUPPLIERS PERFORMAMCE REPORTING

(b) For day to day operational matters, the successful bidder to engage with the relevant SITA foreman on a daily basis, attend bi weekly site meetings with SITA Project Manager and foreman’s/supervisors

(c) Minutes of meetings, e-mail etc.

The minutes shall be circulated by the SITA Project Manager and foreman’s/supervisors within three days after the meetings.

Forward email to SITA project manager

(d) Quarterly survey reports

The reports shall be circulated a week before the quarterly SLA meetings

12 CERTIFICATION, EXPERTISE AND QUALIFICATION

(e) The Supplier represents that,

(i) it has the necessary expertise, skill, qualifications and ability to undertake the work required in terms of the Statement of Work or Service Definition and;

(ii) it is committed to provide the Products or Services; and

(iii) perform all obligations detailed herein without any interruption to the Customer.


(f) The Supplier must provide the service in a good and workmanlike manner and in accordance with the practices and high professional standards used in well-managed operations performing services similar to the Services;

(g) The Supplier must perform the Services in the most cost-effective manner consistent with the level of quality and performance as defined in Statement of Work or Service Definition;

(h) Professional Services

South African Landscaping Institute.

Lawnmowers Association of South Africa.

Landscaping and Irrigation Association

South African Nursery Association.

Or any other recognised association

13 LOGISTISTICAL CONDITIONS

(a) Hours of work: 07h00 – 16h30 during ordinary weekdays and 08h00 – 16h00 over weekends, when applicable

(b) N/A: In the event that SITA grants the Supplier permission to access SITA's Environment including hardware, software, internet facilities, data, telecommunication facilities and/or network facilities remotely, the Supplier must adhere to SITA's relevant policies and procedures (which policy and procedures are available to the Supplier on request) or in the absence of such policy and procedures, in terms of, best industry practice.

(c) Tools of Trade. The Supplier must use on site, a tractor and slasher, ride on ordinary lawn mowers and other appropriate tools.

14 SKILLS TRANSFER AND TRAINING

Not Required

15 REGULATORY, QUALITY AND STANDARD

Not Applicable

16 PERSONNEL SECURITY CLEARANCE

(a) The SITA Pretoria based buildings are National Key Points (NKP). All staff members of the appointed contractor who render a service on SITA terrains should be South African citizens, not younger than 18 years and be able to speak, read and write English.

(b) The bidder should adhere to all of the relevant NKP regulations and requirements, at all times. No staff of the appointed contractor will be allowed to enter any of the SITA premises, without the proof of a valid South African identity document or driver’s licence card.


(c) All staff members of the appointed contractor, who render a service on SITA terrains, will be subject to security clearance and vetting within two weeks after being appointed.

(d) SITA equipment removal permits should be completed by the garden maintenance contractor and be approved by the relevant SITA project manager/supervisor, at all times, when contractor equipment/tools are removed from terrain – services/repairs/move to other terrains/taken off from site.

17 CONFIDENTIALITY AND NON-DISCLOSURE CONDITIONS

(a) The Supplier, including its management and staff, must before commencement of the Contract, sign a non-disclosure agreement regarding Confidential Information.

(b) Confidential Information means any information or data, irrespective of the form or medium in which it may be stored, which is not in the public domain and which becomes available or accessible to a Party as a consequence of this Contract, including information or data which is prohibited from disclosure by virtue of:

(i) the Promotion of Access to Information Act, 2000 (Act no. 2 of 2000);

(ii) being clearly marked "Confidential" and which is provided by one Party to another Party in terms of this Contract;

(iii) being information or data, which one Party provides to another Party or to which a Party has access because of Services provided in terms of this Contract and in which a Party would have a reasonable expectation of confidentiality;

(iv) being information provided by one Party to another Party in the course of contractual or other negotiations, which could reasonably be expected to prejudice the right of the non-disclosing Party;

(v) being information, the disclosure of which could reasonably be expected to endanger a life or physical security of a person;

(vi) being technical, scientific, commercial, financial and market-related information, know-how and trade secrets of a Party;

(vii) being financial, commercial, scientific or technical information, other than trade secrets, of a Party, the disclosure of which would be likely to cause harm to the commercial or financial interests of a non-disclosing Party; and

(viii) being information supplied by a Party in confidence, the disclosure of which could reasonably be expected either to put the Party at a disadvantage in contractual or other negotiations or to prejudice the Party in commercial competition; or

(ix) information the disclosure of which would be likely to prejudice or impair the safety and security of a building, structure or system, including, but not limited to, a computer or communication system; a means of transport; or any other property; or a person; methods, systems, plans or procedures for the protection of an individual in accordance with a witness protection scheme; the safety of the public or any part of the public; or the security of property; information the


disclosure of which could reasonably be expected to cause prejudice to the defence of the Republic; security of the Republic; or international relations of the Republic; or plans, designs, drawings, functional and technical requirements and specifications of a Party, but must not include information which has been made automatically available, in terms of the Promotion of Access to Information Act, 2000; and information which a Party has a statutory or common law duty to disclose or in respect of which there is no reasonable expectation of privacy or confidentiality;

(c) Notwithstanding the provisions of this Contract, no Party is entitled to disclose Confidential Information, except where required to do so in terms of a law, without the prior written consent of any other Party having an interest in the disclosure;

(d) Where a Party discloses Confidential Information which materially damages or could materially damage another Party, the disclosing Party must submit all facts related to the disclosure in writing to the other Party, who must submit information related to such actual or potential material damage to be resolved as a dispute;

(e) Parties may not, except to the extent that a Party is legally required to make a public statement, make any public statement or issue a press release which could affect another Party, without first submitting a written copy of the proposed public statement or press release to the other Party and obtaining the other Party's prior written approval for such public statement or press release, which consent must not unreasonably be withheld.

18 GUARANTEE AND WARRANTIES: The supplier warrants that

(a) The warranty of goods supplied under this contract remains valid for twelve (12) months after the goods, or any portion thereof as the case may be, have been delivered to and accepted at the final destination indicated in the contract, or for eighteen (18) months after the date of shipment from the port or place of loading in the source country, whichever period concludes earlier;

(b) as at Commencement Date, it has the rights, title and interest in and to the Product or Services to deliver such Product / Services in terms of the Contract and that such rights are free from any encumbrances whatsoever;

(c) the Product is in good working order, free from Defects in material and workmanship, and substantially conforms to the Specifications, for the duration of the Warranty period;

(d) during the Warranty period any defective item or part component of the Product be repaired or replaced within 3 (three) days after receiving a written notice from SITA;

(e) the Products is maintained during its Warranty Period at no expense to SITA;

(f) the Product possesses all material functions and features required for SITA’s Operational Requirements;

(g) the Product remains connected or Service is continued during the term of the Contract;


(h) all third-party warranties that the Supplier receives in connection with the Products including the corresponding software and the benefits of all such warranties are ceded to SITA without reducing or limiting the Supplier’s obligations under the Contract;

(i) no actions, suits, or proceedings, pending or threatened against it or any of its third party suppliers or sub-contractors that have a material adverse effect on the Supplier’s ability to fulfil its obligations under the Contract exist;

(j) SITA is notified immediately if it becomes aware of any action, suit, or proceeding, pending or threatened to have a material adverse effect on the Supplier’s ability to fulfil the obligations under the Contract;

(k) any service provided to SITA after the Commencement Date of the Contract remains free from any lien, pledge, encumbrance or security interest;

(l) any service provided to SITA in connection with the Contract does not infringe any Intellectual Property Rights of any third party;

(m) the information disclosed to SITA does not contain any trade secrets of any third party, unless disclosure is permitted by such third party;

(n) it is financially capable of fulfilling all requirements of the Contract and that the Supplier is a validly organized entity that has the authority to enter into the Contract;

(o) it is not prohibited by any loan, contract, financing arrangement, trade covenant, or similar restriction from entering into the Contract;

(p) the prices, charges and fees to SITA as contained in the Contract are at least as favourable as those offered by the Supplier to any of its other customers that are of the same or similar standing and situation as SITA; and

(q) any misrepresentation by the service provider amounts to a breach of Contract.

19 INTELLECTUAL PROPERTY RIGHTS

(a) SITA retains all Intellectual Property Rights in and to SITA's Intellectual Property. As of the Effective Date, the Supplier is granted a non-exclusive license, for the continued duration of this Contract, to perform any lawful act including the right to use, copy, maintain, modify, enhance and create derivative works of SITA's Intellectual Property for the sole purpose of providing the Products or Services to SITA pursuant to this Contract; provided that the Supplier must not be permitted to use SITA's Intellectual Property for the benefit of any entities other than SITA without the written consent of SITA, which consent may be withheld in SITA's sole and absolute discretion. Except as otherwise requested or approved by SITA, which approval is in SITA's sole and absolute discretion, the Supplier must cease all use of SITA's Intellectual Property, at of the earliest of:

(i) termination or expiration date of this Contract;

(ii) the date of completion of the Services; and

(iii) the date of rendering of the last of the Deliverables.


(b) If so required by SITA, the Supplier must certify in writing to SITA that it has either returned all SITA Intellectual Property to SITA or destroyed or deleted all other SITA Intellectual Property in its possession or under its control.

(c) SITA, at all times, owns all Intellectual Property Rights in and to all Bespoke Intellectual Property.

(d) Save for the license granted in terms of this Contract, the Supplier retains all Intellectual Property Rights in and to the Supplier’s pre-existing Intellectual Property that is used or supplied in connection with the Products or Services.

20. TARGETED PROCUREMENT/TRANSFORMATIONThis tender shall be for the participation of SMMEs (EME/QSE) and/or Designated Groups that are at least

51% black owned with the minimum B-BBEE status level One (1) or Level two (2).

9.3. DECLARATION OF ACCEPTANCE

ACCEPT ALL DO NOT ACCEPT ALL

(i) The bidder declares to ACCEPT ALL the Special Condition of Contract as specified in section 9.2above by indicating with an “X” in the “ACCEPT ALL” column, OR

(ii) The bidder declares to NOT ACCEPT ALL the Special Conditions of Contract as specified in section 9.2above by -

(a) Indicating with an “X” in the “DO NOT ACCEPT ALL” column, and;

(b) Provide reason and proposal for each of the conditions that is not accepted.

Comments by bidder:Provide reason and proposal for each of the conditions not accepted as per the format:Condition Reference:Reason:Proposal:


ANNEX A.4: COSTING AND PRICING

QUALIFICATION NOTICE

To safeguard the integrity of the bidding process, the technical and financial proposals should be submitted in separate sealed envelopes, as per “National

Treasury: Supply Chain Management a guide for Accounting Officers / Authorities, 2004”, section 5.9.4; therefore

All bid Pricing Schedules, as indicated in section 10 COSTING AND PRICING, must be

submitted in a SEPARATE SEALED ENVELOPE, failing which the bid WILL BE DISQUALIFIED.


10. COSTING AND PRICING

10.1.COSTING AND PRICING EVALUATION

(i) ALL PRICING SCHEDULES MUST BE SUBMITTED IN A SEPARATE SEALED ENVELOPE, failing which the BID will be DISQUALIFIED.

(ii) In terms of Preferential Procurement Policy Framework Act (PPPFA), the following preference point system is applicable to all Bids:

(a) the 80/20 system (80 Price, 20 B-BBEE) for requirements with a Rand value of up to R50 000 000 (all applicable taxes included); or

(b) the 90/10 system (90 Price and 10 B-BBEE) for requirements with a Rand value above R50 000 000 (all applicable taxes included).

(iii) This bid will be evaluated using the PPPFA preferential points scoring system of 80/20.

(iv) The bidder must complete the declaration of acceptance as per section 10.3 below by marking with an “X” either “ACCEPT ALL”, or “DO NOT ACCEPT ALL”, failing which the declaration will be regarded as “DO NOT ACCEPT ALL” and the bid will be disqualified.

(v) Bidder will be bound by the following general costing and pricing conditions and SITA reserves the right to negotiate the conditions or automatically disqualify the bidder for not accepting these conditions. These conditions will form part of the Contract between SITA and the bidder. However, SITA reserves the right to include or waive the condition in the Contract.

10.2.COSTING AND PRICING CONDITIONS

(i) The bidder must submit the Pricing Schedule(s) as prescribed in section 10.4 as well as the relevant enclosed Standard Bidding Document SBD 3.1, 3.2 or 3.3.

(ii) SOUTH AFRICAN PRICING. The total price must be VAT inclusive and be quoted in South African Rand (ZAR).

(iii) TOTAL PRICE

(a) All quoted prices are the total price for the entire scope of required services and deliverables to be provided by the bidder.

(b) The cost of delivery, labour, S&T, overtime, etc. must be included in this bid.

(c) All additional costs must be clearly specified.

(iv) BID EXCHANGE RATE CONDITIONS. The bidders must use the exchange rate provided below to enable SITA to compare the prices provided by using the same exchange rate:

Foreign currency South African Rand (ZAR) exchange rate1 US Dollar1 Euro1 Pound


10.3.DECLARATION OF ACCEPTANCE

ACCEPT ALL DO NOT ACCEPT ALL

(i) The bidder declares to ACCEPT ALL the Costing and Pricing conditions as specified in section 10.2 above by indicating with an “X” in the “ACCEPT ALL” column, or

(ii) The bidder declares to NOT ACCEPT ALL the Costing and Pricing Conditions as specified in section 10.2 above by -

(a) Indicating with an “X” in the “DO NOT ACCEPT ALL” column, and;

(b) Provide reason and proposal for each of the condition not accepted.

Comments by bidder:Provide the condition reference, the reasons for not accepting the condition.


10.4.BID PRICING SCHEDULE

Note:a) Bidder must complete the pricing as per table below (or as per the attached spreadsheet if applicable).

b) Line Prices are all VAT EXCLUDING, and TOTAL PRICE is VAT INCLUSIVE

(i) PRODUCT OR SERVICE PRICING

A: Centurion BuildingNo Product/Service

descriptionUnit Costs Year 1

(VAT excl.)Year 2

(VAT excl.)Y2

Escalation %

Year 3(VAT excl.)

Y3 Escalation

%

Total Costs 3 Years (VAT Excl.)

Total Maximum Costs 3 Years (VAT

incl.)1. Annex A (Section.10):

Scope of work for exterior, outer terrain and interior gardens

2. Annex A (Section 10.8 and 10.14): Scope of work for Sustainable or Green/Water conservation initiatives. (Once off installation in year 1)

Zero amount, once off expense in year one


3. Annex A (Section 10.17): Scope of work for annual garden upgrade.

4. Annex A (Section 10.20) Deforest and removal of invasive trees and plant

Zero removal expense – see

Zero removal expense –


growth. (Once of removal of vegetation in year one)

number 5 see number 5

5. Annex A (Section 10.20)Prevent new invasive plant growth and root regeneration.

(Years 1 to 3)

6. Annex B (Section. 11): Scope of work for movable indoor office plants in existing containers.

7. Annex C (Section.12): Scope of work for a phased in, indoor office plants replacement in existing containers, annually over the 36 months contract period.

8. Other (Specify)

SUBTOTAL (VAT Excl.)VAT (14%)SUBTOTAL (VAT Incl.)A: Centurion building

B: Erasmuskloof Building


No Product/Service description

Unit Costs Year 1(VAT excl.)

Year 2(VAT excl.)

Y2Escalation

%

Year 3(VAT excl.)

Y3 Escalation

%





2. Annex A (Section 10.8 and 10.14): Scope of work for Sustainable or Green/Water conservation initiatives. (Once off installation in year 1)




4. Annex A (Section 10.20) Deforest and removal of invasive trees and plant growth. (Once of removal of vegetation in year one)

Zero removal expense – see

number 5

Zero removal expense –

see number 5

5. Annex A (Section 10.20)Prevent new invasive plant growth and root regeneration.

(Years 1 to 3)




8. Other (Specify)

SUBTOTAL (VAT Excl.)VAT (14%)SUBTOTAL (VAT Incl.)B: Erasmuskloof building

C: Beta BuildingNo Product/Service


(VAT excl.)Year 2

(VAT excl.)Y2

Escalation %

Year 3(VAT excl.)

Y3 Escalation

%


Total MaximumCosts 3 Years (VAT incl.)

1. Annex A (Section.10):






5. Other (Specify)

SUBTOTAL (VAT Excl.)VAT (14%)SUBTOTAL (VAT Incl.)C: Beta building

D: Numerus BuildingNo Product/Service


(VAT excl.)Year 2

(VAT excl.)Y2

Escalation %

Year 3(VAT excl.)

Y3 Escalation

%




Scope of work for


exterior, outer terrain and interior gardens




5. Other (Specify)

SUBTOTAL (VAT Excl.)VAT (14%)SUBTOTAL (VAT Incl.)

D: Proposed new buildingNo Product/Service


(VAT excl.)Year 2

(VAT excl.)Y2

Escalation %

Year 3(VAT excl.)

Y3 Escalation

%



incl.)


1. Annex A (Section.10): Scope of work for exterior, outer terrain and interior gardens

2. Annex A (Section 10.17): Scope of work for annual exterior garden upgrade.



5. Other (Specify)

SUBTOTAL (VAT Excl.)VAT (14%)SUBTOTAL (VAT Incl.)TOTAL COST ALL BUILDINGS

No Product/Service description

Unit Costs Year 1(VAT excl.)

Year 2(VAT excl.)

Y2Escalation

%

Year 3(VAT excl.)

Y3 Escalation

%



incl.)1. CENTURION

2. ERASMUSKLOOF


3. BETA

4. NUMERUS

3. Proposed new building

TOTAL (VAT Excl.)

VAT (14%)

GRAND TOTAL (VAT Incl.)


SBD 3.1PRICING SCHEDULE – FIRM PRICES

(PURCHASES)

NOTE: ONLY FIRM PRICES WILL BE ACCEPTED. NON-FIRM PRICES (INCLUDING PRICES SUBJECT TO RATES OF EXCHANGE VARIATIONS) WILL NOT BE CONSIDERED

IN CASES WHERE DIFFERENT DELIVERY POINTS INFLUENCE THE PRICING, A SEPARATE PRICING SCHEDULE MUST BE SUBMITTED FOR EACH DELIVERY POINT

Name of bidder: ………………………………………………………… Bid number:

Closing Time: 11:00 Closing date:

OFFER TO BE VALID FOR ……… DAYS FROM THE CLOSING DATE OF BID._______________________________________________________________________________ITEM QUANTITY DESCRIPTION BID PRICE IN RSA CURRENCYNO. ** (ALL APPLICABLE TAXES INCLUDED)

_______________________________________________________________________________

- Required by: THE STATE INFORMATION TECHNOLOGY AGENCY SOC LTD

- At: …………………………………………………

…………………………………………………

- Brand and model: …………………………………………………

- Country of origin: …………………………………………………

- Does the offer comply with the specification(s)? *YES/NO

- If not to specification, indicate deviation(s) ………………………………….

- Period required for delivery ………………………………….*Delivery: Firm/not firm

- Delivery basis ……………………………………

Note:All delivery costs must be included in the bid price, for delivery at the prescribed destination.

** “all applicable taxes” includes value- added tax, pay as you earn, income tax, unemployment insurance fund contributions and skills development levies.*Delete if not applicable


ANNEX A.5: TECHNICAL SCHEDULES

11. Technical SchedulesInclude the schedules that are referenced in the technical specifications sections.

11.1.LOCATION SCHEDULE

11.2.EQUIPMENT AND QUANTITY SCHEDULE

11.3.SOLUTION ARCHITECTURE

11.4.SERVICES AND PERFORMANCE SCHEDULE

11.5.PROJECT AND DELIVERY SCHEDULE


ANNEX A.6: Terms and definitions

1. ABBREVIATIONSICT Information and Communication TechnologyPPPFA Preferential Procurement Policy Framework Act


ANNEX A.7: BIDDER SUBSTANTIATING EVIDENCE

This section is reserved for the bidder to provide information related to the substantiating evidence or comments in the format as required by the bid specification (e.g. text, graphical representation, diagrams, statistical reports, lists, reference letters, copies of product of solution documentation, certificates, licences, memberships, etc.).

Note: The evidence provided in this section will be used by the bid evaluation committee to evaluate the bid. Therefore, each piece of substantiating evidence must be cross referenced to requirements specification section.


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