- EVALUATION CRITERIA
BIDS WILL BE EVALUATED IN ACCORDANCE WITH THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT (PPPFA) of 2000 AND ITS REGULATIONS.
A two (2) Stage Evaluation process will be employed. In Stage One (1) Bids will be evaluated for compliance with bid requirements. Only bidders who meet all the criteria for compliance with bid requirements will proceed to (Price and Specific goals) stage 2 using 80/20 criteria.
STAGE 1: COMPLIANCE WITH BID REQUIREMENTS
Bidders must comply with the set of compliance requirements. The compliance requirements stated are project specific and disparate from the pre-qualification requirements enshrined in the Preferential Procurement Policy Regulations.
- Company Experience: The bidder must be an existing lucerne supplier with a minimum of two years’ experience in supply and delivery/ production of lucerne.
Proof of experience must be submitted in any of the following documents:
- Appointment letters, or
- Testimonial letters of the previous employer, or
- Service level agreements
The proof of experience must be on the letterhead of the current/ previous clients and must indicate the nature of goods supplied, contract period and must demonstrate abilities to deliver at least a minimum of 1500 bales in one year.
- Proof of availability of delivery vehicle: The bidder must provide evidence of availability of at least one truck with a capacity to deliver minimum of 400 bales.
Proof of availability of the delivery truck must be submitted in any of the following:
- Proof of ownership or
- Copy of agreement with leasing company accompanied by their proof of ownership of the truck.
- Confirmation of lucerne availability:
Bidders must provide evidence of availability of the required lucerne.
- if the bidder is a producer of lucerne a letter of confirmation must be submitted.
- If a bidder is not a producer of lucerne, a letter from the producer indicating availability of the required quality must be submitted.
NB: FAILURE TO PROVIDE ANY OF THE ABOVE WILL RESULT TO IMEMDIATE REJECTION OF THE BID
Stage 2: PRICE AND SPECIFIC GOALS
Price and Specific Goals points will be calculated as described in the Preferential Procurement Regulations of 2022. SBD 6.1 form must be used to claim Specific goals of the company.
Table 2: Points available per criteria in Stage 2
| Criteria | Points Available |
| Bid Price | 80 |
| Specific Goals | 20 |
| Total | 100 |
NB: CSD, Medical certificate (where applicable) and proof of address to claim points for specific goals must be submitted to substantiated specific goals points claimed. When such certificate is not provided as proof the company will automatically score zero.
Bids are hereby invited for APPOINTMENT OF A SERVICE PROVIDER FOR THE SUPPLY, DELIVERY AND OFF-LOADING OF LUCERNE TO GREAT FISH RIVER, OVISTON AND MPOFU NATURE RESERVES FOR A PERIOD OF THREE YEARS.
The Eastern Cape Parks and Tourism Agency (ECPTA), established and mandated in terms of the Eastern Cape Parks and Tourism Agency Act (2 of 2010), is responsible for the management of certain protected areas in the Eastern Cape. In order to achieve its management objectives, the Agency requires the services of service providers for APPOINTMENT OF A SERVICE PROVIDER FOR THE SUPPLY, DELIVERY AND OFF-LOADING OF LUCERNE TO GREAT FISH RIVER, OVISTON AND MPOFU NATURE RESERVES FOR A PERIOD OF THREE YEARS.
MINI BID documents outlining detailed specifications will be made available from Tuesday 04th APRIL 2023 “FREE OF CHARGE”. Documents can be downloaded from the ECPTA website: www.visiteasterncape.co.za/corporate/procurements/minibids/
Completed bid documents accompanied by all necessary documents are to be placed in a sealed envelope with the bid name and number (as given above) clearly written in an envelope. All bids must be deposited in the Tender Box, at the offices of the Eastern Cape Parks and Tourism Agency at No. 17-25 Oxford Street (Corner of Fleet Street & Oxford Street), by not later than 11h00 on Tuesday, 18th of April 2023, at which time the bids will be opened in public.
For all enquiries regarding the bid document please contact Mr. Bongani Nyikana at 043 492 0859,
e-mail: Bongani.Nyikana@ecpta.co.za or Contact Mr. Dean Peinke for technical enquires at 043 492 0893 during working normal hours, email Dean.Peinke@ecpta.co.za
BIDDERS SHALL TAKE NOTE OF THE FOLLOWING BID CONDITIONS:
- The Eastern Cape Parks & Tourism Agency Supply Chain Management Policy will apply.
- Bidders must be registered with the National Treasury Central Supplier Database (CSD) and provide a copy of CSD full report for the month of April 2023.
- Eastern Cape Parks & Tourism Agency does not bind itself to accept the highest bid or any other bid and reserves the right to accept the whole or part of the bid.
- Bids which are late, incomplete, unsigned, or submitted by facsimile or electronically, will not be accepted.
- Bids submitted are to hold good for a period of 90 days
- A service level agreement shall be signed with the successful service provider.
- ECPTA reserves the right to terminate the contract if not satisfied with the work produced by the service provider. Only bidders that have met the requirements of the proposal / specification shall be considered during the adjudication process.
- Companies that bid as joint venture must submit an official signed business agreement by both parties. If the service provider does not meet this requirement, it will be automatically disqualified.
- The ECPTA Bid Committee and the Supply Chain Management Unit may, before a bid is adjudicated or at any time during the bidding process, oblige a bidder to substantiate any claims it may have made in its bid documents.
The following documents must be submitted with the tender document:
- Proof of registration with Treasury Central Supplier Database (CSD)
- Company Registration Documents and shareholder’s certificate showing ownership details of the Company.
- Medical certificate (if applicable)
- Proof of address
- Companies who bid as a joint venture must supporting documents for both companies and a JV agreement.
- Enquiries regarding issue of bid documents may be directed by e-mail to Mr Bongani Nyikana at Bongani.Nyikana@ecpta.co.za. Technical enquiries may be directed to Dr Dean Peinke at Dean.Peinke@ecpta.co.za
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ECPTA has a zero tolerance on any acts of fraud and corruption. Please report any suspected acts of fraud and corruption to any of the contact details listed below:
Hotline Number: Toll free number -0800 611 085; SMS: 33490 Email:ecpta@whistleblowing.co.za; Tip-offs Website:www.whistleblowing.co.za
