CONFIDENTIAL INFORMATION DISCLOSURE … spec... · Web viewVertical cantilever slurry pumps 70% 1...

Request for Quotation Document

You are hereby invited to submit a quotation for supply and delivery of three brand New Pumps to be used for de-watering purposes at Vlakfontein mine.

Bid number: AE/VLAK001/2018Closing date:

25 April 2018

Closing time:

12:00PM

Bid validity period:

90 days (commencing from the RFP Closing Date)

Important: A COMPULSORY BRIEFING SESSION WILL BE HELD AS FOLLOWS:DATE: 06 April 2018TIME: 11 :00 AMVENUE: AEMFC Vlakfontein Mine, N12 Kendal – Balmoral Off Ramp,

Kendal, Mpumalanga).

Bidders are to contact Procurement Department in writing on [email protected] by no later than 14 March 2018 and provide information on number and names of people attending the compulsory briefing session.

Bidders are expected to fill in and sign the “CERTIFICATE OF BRIEFING SESSION ATTENDANCE” during the briefing session together with the signature of AEMFC representative. The signed form shall form part of the tender submission.

Any organization wishing to bid must send at least one representative but not more than two representatives per bidder. A Consortium or Joint Venture must be represented by at least one of the Consortium or Joint Venture members.

Failure to attend a briefing session will lead to disqualification.

Description: RFQ for supply and delivery of three Brand New de-watering pumps to be used at Vlakfontein Mine.

mailto:[email protected]

Bid no: AE/VLAK001/2018AEMFC – Supply and delivery of three Brand New Diesel operated de-watering pumps

Bid documents should be deposited in the Bid Box situated at:

Waterfall Corporate Campus1 Building 1,1st Floor74 Waterfall DriveWaterfall City2090Access to the Bid Box is limited to the following hours:Monday to Friday: 08:00am to 16:00pm

Bidders must ensure that bids are delivered on time to the correct address. Bids received late shall not be accepted for consideration. All Bids must be submitted on the official forms provided by AEMFC – (not to be re-typed)

The following particulars must be furnished

If individual bidder, indicate the following:

Name of bidder

Registration number

VAT registration number

Contact person

Telephone number

Fax number

E-mail address

Postal address

Physical address

If Joint Venture or Consortium, indicate the following:

Name of prime contractor

Registration number

VAT registration number

Contact person

Telephone number

Fax number

E-mail address

Postal address

Physical address

I certify that the information furnished on this form is true and correct.

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I further accept that, in addition to cancellation of a contract, action may be taken against me should this declaration prove to be false.

_________________________________________Name of bidder (duly authorised)

_________________________________________Signature of bidder

________________________________________Date

_________________________________________Capacity under which this bid is signed

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Table of Contents

No Title Page Number

1 Confidential Information Disclosure Notice 5

2 Introduction and Local Content 5

3 Prequalification Criteria 5

4 Scope of Work 5

5 Submission and Opening Of Bids 7

6 Evaluation Criteria 11

7 Pricing 13

8 Additional Changes 14


TERMS OF REFERENCE

1. CONFIDENTIAL INFORMATION DISCLOSURE NOTICE1.1 This document may contain confidential information that is the property of African

Exploration Mining and Finance Corporation SOC Ltd.1.2 No part of the contents may be used, copied, disclosed or conveyed in whole or in

part to any party in any manner whatsoever other than for preparing a proposal in response to this bid, without prior written permission from African Exploration Mining and Finance Corporation SOC Ltd.

1.3 All copyright and intellectual property rights herein vest with African Exploration Mining and Finance Corporation SOC Ltd.

2. INTRODUCTIONVlakfontein Mine is a coal mine situated 7km outside of Ogies town in the Mpumalanga province of South Africa. It is the first coal mine owned and operated by African Exploration Finance and Mining Corporation (AEMFC), a state owned mining company.

3. LOCAL CONTENT

3.1 Only locally produced or locally manufactured steel products and components for

construction with a stipulated minimum threshold for local production and

content will be considered.

3.2 The exchange rate to be used for the calculation of local production and content

must be the exchange rate published by the South African Reserve Bank

(SARB) at 12:00 on the date of advertisement of the bid; and

3.3 Only the South African Bureau of Standards (SABS) approved technical

specification number SATS 1286:2011 must be used to calculate local content.

3.4 The Local content (LC) expressed as a percentage will be calculated in accordance

with the following formula:

LC= [1-x/y]*100 Where x is the imported content in Rand y is the bid price in Rand excluding VAT

Prices referred to in the determination of x must be converted to Rand (ZAR) by using the exchange rate published by the SARB at 12:00 on the date of advertisement of the bid.

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3.5 SABS approved technical specification number SATS 1286:2011 and the Guidance on the calculation of Local Content together with the Local Content Declaration templates [Annex C (Local Content Declaration: Summary Schedule), D (Imported Content Declaration: Supporting Schedule to Annex C) and E (Local Content Declaration: Supporting Schedule to Annex C)] are accessible to all potential bidders on the dti’s official website http://www.thedti.gov.za/industrial development/ip.jsp at no cost.

3.6 The Declaration Certificate for Local Production and Content (SBD 6.2) together

with the Annex C (Local Content Declaration: Summary Schedule) must be

completed, duly signed and submitted by the bidder at the closing date and time

of the bid.

3.7 Bidders must submit a certificate from a registered auditor confirming that the Local

Content Declaration templates have been audited and certified as correct.

3.8 The rates of exchange quoted by the bidder in Declaration Certificate will be

verified for accuracy.

3.9 A tender that fails to meet the minimum stipulated threshold for local production and content is an unacceptable tender.

Table 1: Minimum local content Designated for Pumps:

Category Type of pumps % Local content per unit

Minimum pressure

Maximum pressure

Sizes

End Sunction Centrifugal

.Single stage End suction centrifugal pumps

70% 1 bar 16 bar DN25-DN300

Multistage Centrifugal

Multi stage Centrifugal pumps: medium-high

70% 10 bar 63 bar DN32-DN350

Horizontal split casing pumps

Horizontal split casting pumps

70% 1 bar 18 bar DN80-DN300

Vertical Turbine pumps

Vertical Turbine pumps: Radial;mixed;and Axial

70% 0.3 bar 40 bar DN 100-DN500

Positive Displacement

Positive Displacement

70% 5 bar 45 bar DN25-DN150

Self-Priming Centrifugal pumps

Single stage end suction self-priming pumps

70% 0,3 16 bar DN25-DN150

Slurry Plant Vertical cantilever slurry pumps

70% 1 bar 10 bar DN40-DN300

Single stage slurry pumps

Centrifugal Single stage 70% 0.3 bar 25 bar DN25-DN300

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http://www.thedti.gov.za/industrial%20development/ip.jsp


process Pumps centrifugal process pumps

4. SCOPE OF WORKAEMFC intends to appoint an eligible service provider to supply three brand new de-watering pumps as per the specification and the picture below.

Table 1(Pumps to be used for pit de-watering)

Number of de –watering pumps 2

Specifications

Pump 6 Cylinder Diesel Engine OperatedMaximum distance to pump to the PCD 4 KmHeight Pumped (Head) 50mVolumes pumped 100 l/sDischarge 2 X 4 InchSuction NB: Pump must come with the suction hose fitted with a strainer

6 Inch

It must have an H-frame for lifting purposesPump must be on wheels and have a tow hitchMust have a 9Kg fire extinguisherMust have an isolation and lockout pointBattery must be lockable for security reasons

Must have two stop blocks/wheel chocks.Must have warranty of at least 2 years.

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Figure1: Sample of a Pump as per spec above

Table 2 (Pump to be used at the PCD)

Number of Pumps 1

Specifications

Pump 4 Cylinder Diesel OperatedMaximum distance to pump to the PCD 50mHeight Pumped (Head) 10mVolumes pumped 25 l/sDischarge 4 InchSuction NB: Pump must come with the suction hose fitted with a strainer

6 Inch

Pump must be on wheels and have a tow hitchMust have a 9Kg fire extinguisherMust have an isolation and lockout pointBattery must be lockable for security reasonsMust have two stop blocks/wheel chocks.Must have warranty of at least 2 years.

NB: Maximum delivery/lead time acceptable is 12 weeks from Purchase Order Issue dateNB: Please attach detailed specification including pump curves and model of the pump.

5. SUBMISSION AND OPENING OF BIDS Bids should be sealed and externally endorsed:

CLIENT NAME: African Exploration Mining and Finance Corporation (SOC) Ltd

BID DESCRIPTION: Request for Quotation (RFQ) for supply and delivery of 3 Brand New de-watering pumps to be used at Vlakfontein Mine

BID NO: AE/VLAK001/2018

BIDDER NAME:

ENVELOPE TITLE: FUNCTIONAL RESPONSE / COMMERCIAL RESPONSE

There shall be no public opening of the Bids received; however, the list of Bids received may be published on the AEMFC website. Unless specifically provided for in the RFP documents, Bids submitted by means of email, telegram, telex, facsimile or similar means shall not be considered.

Bidders will be disqualified in the event of there being scratching out, writing over or painting out rates or information, affecting the evaluation of the bid, without initialing next to the amended rates or information

Bidders will be disqualified in the event of the use of correction fluid (e.g. tippex), any erasable ink, or any erasable writing instrument (e.g. pencil)

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Bidders will be disqualified if the entity or any of its directors is listed on the Register of Bid Defaulters in terms of the Prevention and Combating of Corrupt Activities Act of 2004 as a person prohibited from doing business with the public sector.

Bidders shall deliver their submission in two separate envelopes. The envelopes shall be separated and externally endorsed as 1) Functional Response and 2) Commercial Response:

Functional Response:

The following information must be included in the functional response envelope:

FUNCTIONAL RESPONSE ENVELOPE

Proposal documents comprising of a response to the functional evaluation criteria inclusive of the following (Refer to Section 7):

Comply (Y / N)

Completed Functional Response Annexures

1. Specification (table 1 & 2) on a bidder’s signed company letterhead.

2. Flash Disk containing electronic version of completed functional response

Functional response envelope shall consist of three (3) hard copies of which one (1) shall be an original and the remaining two (2) copies of the original. The original copy must be marked clearly as an original version.

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Commercial Response

The following information should be included in the commercial response envelope:

Administrative documents

1. Company Registration Documents

If the bidder is a Joint Venture or Consortium, a Joint Venture / Consortium agreement signed by all member entities of the Joint Venture or Consortium must be attached together with the registration document of all member entities.

2. Certified copies of identity documents of all directors/ main shareholders of the company, which copies must not be older than three months.

3. Valid Original or Certified Copy of B-BBEE Certificate/ Sworn Affidavit for EMEs and QSEs

If the bidder is a Joint Venture or Consortium, a consolidated B-BBEE certificate of the Joint Venture or Consortium (inclusive of all member entities) must be submitted.

AEMFC reserves the right to verify the B-BBEE certification against the actual turnover as per Annual Financial Statements submitted by the bidder. Any discrepancy between the certification and the actual turnover as verified by AEMFC arising out of any misrepresentation in this regard shall lead to a disqualification.

Further, the original or certified copy of an individual or consolidated B-BBEE certificate or sworn affidavit will also be used for awarding preference points. The B-BBEE certificate must be submitted on the day of bid closure.

4. Proof of registration on the National Treasury’s Central Supplier Database (CSD)

Bidders are requested to register on the National treasury CSD and include the copy of supplier number in order to enable the institution to verify the supplier’s tax status on CSD.

5. Proof of financial Soundness - Annual Financial Statements:

5.1 If a bidder is a registered company required by law to have its annual financial statements audited or independently reviewed in compliance

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with the requirements of the Companies Act ,Act No.71 of 2008, or any other law, audited or independently reviewed annual financial statements, as the case may be, prepared within six (6) months of the end of the bidders most recent financial year together with the audited or independently reviewed annual financial statements for the two immediately preceding financial years, unless the bidder was only established within the past three (3) years in which case all of its annual financial statements must be submitted.

5.2 If a bidder is a registered close corporation, annual financial statements in compliance with the provisions of the Close Corporations Act, Act No. 69 of 1984, prepared within nine (9) months of the end of the bidders most recent financial year together with the annual financial statements for the two immediately preceding financial years, unless the bidder was only established within the past three (3) years in which case all of its annual financial statements must be submitted.

5.3 Annual financial statements submitted must comply with the requirements of the Companies Act or the Close Corporations Act.

5.4 If the bidder only commenced business within the past three years, the bidder is required to submit annual financial statements in compliance with the provisions of (6.1) and (6.2) above for each of its financial years since commencing business.

5.5 If a bidder is not required by law to have its annual financial statements audited or independently reviewed, or is not a Close Corporation, then non-audited annual financial statements for the periods referred to above must be submitted.

5.6 If a bidder is a new company, an affidavit must be provided where no annual financial statements have been prepared.

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Mandatory Documents

Commercial Response

1. The following Standard Bidding Documents (SBD), duly completed and signed:

SBD 1: Invitation to Bid(Total price offered must and shall be deemed to be inclusive of VAT)

SBD 3.3: Pricing Schedule(Total price offered must and shall be deemed to be inclusive of VAT)

Bids submitted without the completed and signed SBD 1 and SBD 3.3 for the contracting entity may be deemed to be non-responsive.

SBD 4: Declaration of Interest

SBD 6.1: Preference Points Claim form in terms of the Preference Procurement Regulations 2011

SBD 6.2: Declaration certificate for local production content for designated sectors.

SBD 8: Declaration of Bidder’s Past SCM Practices

SBD 9: Certificate of Independent Bid Determination

Bids submitted without the completed and signed SBD 4, SBD 6.1, SBD6.2, SBD 8 and SBD 9 for the contracting entity will be deemed to be non-responsive.

2. Resolution of Authority to Sign on behalf of the Bidding Entity / JV / Consortium

Bids submitted without the required Resolution of Authority to Sign on behalf of the Bidding Entity / JV / Consortium will be deemed to be non-responsive.

3. Certificate of Briefing Session Attendance (Signed by AEMFC Representative on date of Briefing Session).

Bids submitted without the required Certificate of Briefing Session Attendance (Signed by AEMFC Representative on date of Briefing Session) will be deemed to be non-responsive.

4. Price Quotation on Company Letterhead

Bids submitted without the price quotation will be deemed to be non-responsive.

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Commercial Response

Additional documents to be provided:

The following document will be required to be submitted at contracting stage:1. Letter of good standing (Compensation Fund).

Commercial response envelope shall consist of only one original hard copy and soft copy (flash disk).

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6. EVALUATION CRITERIA

The following evaluation method will be used:

After the closing date of the bid invitation, an appointed evaluation committee of AEMFC officials and / or external parties/ consultants (where necessary) will evaluate the proposal of the service providers.

The committee will evaluate each of the bid proposals received against the approved criteria as stated below:

a)Prequalification criteriab)Compliance Check of required documents.c)Functionality (Technical).d)Price and B-BBEE Status level of contribution in accordance with PPPFA and

its Regulations.

6.1. Phase 1: Prequalification Stage

All proposals submitted will be evaluated to determine that bidders comply with the prequalification criteria. A B-BBEE certificate will be used to determine the information.

6.2. Phase 2: Pre compliance of Mandatory documents

All proposals submitted will be evaluated to establish compliance to the commercial requirements such as for completion and signing of Standard Bidding Documents (SBD) forms, and submission of CSD registration as stipulated in Section 5 of this document.

6.3. Phase 3: Functionality evaluation

Bidders must meet all the specifications/requirements as per the RFQ in order to be considered for Commercial evaluation.

NB:- All answers to table 1 & 2 must be “Yes” to qualify. Bidders to provide the specification (table 1 & 2) on a bidder’s signed company

letterhead.

Table 1&2: Specification

Item 1 (Pump to be used for de-watering purposes)

Specification met?Yes/No

Specification attached6 Cylinder Pump 2Diesel OperatedMaximum distance can pump

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Height Pumped (Head) 50mMaximum distance to pump to the PCD

4Km

Suction 6 InchDischarge 2 X 4 Inch

Pump must be on wheels and have a tow hitchMust have a 9Kg fire extinguisherMust have an isolation and lockout pointBattery must be lockable for security reasonsMust have two stop blocks/wheel chocks.

SpecificationsItem 2 (Pump to be used at PCD)

Number of Pumps 1

Specifications

Pump 4 Cylinder Diesel Operated

Maximum distance to pump to the PCD

50m

Height Pumped (Head) 10mVolumes pumped 25 l/sDischarge 4 InchSuction 6 Inch

Pump must be on wheels and have a tow hitchMust have a 9Kg fire extinguisherMust have an isolation and lockout pointBattery must be lockable for security reasonsMust have two stop blocks/wheel chocks.

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6.4. Phase 4: Price and B-BBEE

Only bidders who achieve a threshold of 100 points in functional evaluation will be evaluated on Price and B-BBEE

Price Quotations will be evaluated in accordance with the Preferential Procurement Policy Framework Act (PPPFA), using the 80/20 preference point system, where 80 points will be for price and the remaining 20 will be for B-BBEE Status of Level of contribution. Preference points shall be awarded as follows:

B-BBEE Status Level of Contribution

Number of Points (80/20)

1 202 183 144 125 86 67 48 2Non-compliant contributor 0

If particulars required in respect of the bid have not been completed, except if only the Broad –Based Black Economic Empowerment Certificate as provided for in Regulation 6 or 7 of The Preferential Procurement Regulations 2017, is not submitted, the bid will not be disqualified but no preference points will be awarded, and thereby impact the total scoring negatively.

7. PRICINGArithmetic Errors, omissions and discrepancies

Where there is a discrepancy between the amounts in figures and the amount in words, the amount in words shall govern.

If there is an error in the line item total on the bill of quantities resulting from the product of the unit rate and the quantity, the rate shall govern and the line item total shall be corrected.

Where there is an error in the total of the prices either as a result of other corrections required by this checking process or in the addition of prices, the rates shall govern and the total tendered price shall be revised to achieve an arithmetically correct total tendered price.

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All prices and quotation rates shall comply with the following conditions:

a) Quotation to be in South African Rands. b) Price quoted must include VAT. c) Bids shall be valid for a period of 90 days from date of closing.d) Quotation to be submitted in the Company’s letter head.

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8. ADDITIONAL INFORMATION

During evaluation of the bids, additional information may be requested in writing from bidders only for the purpose of clarifying aspects mentioned in the bid. Replies to such request must be submitted, within 2 (two) working days or as otherwise indicated.

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