QUOTATION NO. 10/17/18- THE PROVISION OF INDABA STAND ACCESSORIES FOR THE ECPTA

The Eastern Cape Parks & Tourism Agency is seeking the services of a service provider to submit proposals for THE PROVISION OF INDABA STAND ACCESSORIES FOR THE EASTERN CAPE PARKS AND TOURISM AGENCY

Mini bid documents outlining detailed specifications will be made available from   Friday, 28 April 2017 free of charge and closing on Friday, 05 May 2017 at 11h00 am. The documents can only be e-mailed to applicants upon request.

Indaba is one of the largest, award winning tourism marketing events on the African calendar and one of the top three of its kind on the global events list after WTM and ITB.  Indaba is a platform offered by SAT to bring together a showcase of Southern Africa tourism products and services for the international travel trade. Indaba 2017 will take place at the Albert Luthuli Convention Centre & Durban ICC, South Africa from 16th – 18th May 2017 and the Eastern Cape Parks and Tourism Agency (ECPTA) will be participating at this event.

The Agency has booked 250 square metres of exhibiting space for the destination promotion and will then maximise the budget to extend the brand identity.  ECPTA will be accommodating Buffalo City Metropolitan Municipality; Umzimvubu Local Municipality; Matatiele Local Municipality and Sarah Baartman District Municipality along with 30 product owners on the provincial stand.

Stand Details:

The ECPTA has booked 250 sqm of exhibiting floor space which will be utilised as an information /referral centre and meeting platform for the Agency and its Exhibitors.  The Agency will be contracting the services of a stand designer to construct the stand. Construction of the stand will take place on the 10^th May 2017 at the Albert Luthuli Convention Centre & Durban ICC and the appointed service provider for the below elements must ensure that they are able to provide, apply and implement the below scope of work between the 10 and 12 May 2017 (dates may change according to operational requirements). Attached are the draft designs for the stand for your reference purposes.

ECPTA takes this as a wonderful opportunity to showcase the Eastern Cape as the place to be for an adventurous getaway, be it an escape to one of our magnificent game reserves, our coastline or an extreme adrenalin activity. The bidder therefore needs to display all the elements of the Adventure Province brand effectively.

Scope of Work

ECPTA is looking for potential service providers to submit proposals and quotations for the following deliverables ONLY and not for stand design and build-up:

Audio and Visual

• 5 40” LCD with USB wall mounted
• Rigging of banners
• Engineers certificate

Furniture

• 2 korma barstools
• 116 white and wood café chairs
• 35 white and wood café tables
• 35 glass jars
• 1 under counter bar fridge

Plants

• 4 colour painted pebble with orchid
• 16 square pot with plant

Electrics

• 2 EO1 50W spot on arms
• 4 EO3 150 halogen spot on arm
• 50W down-lighters
• 43 plugs
• 1 e43 60 AMP TP DB
• 6 wood crate pendants
• 42 hanging bulbs

Graphics (Pictures can be provided)

• G1 graphic print 4000×3500 (2)
• G2 graphic print 1100×3500 (2)
• G3 graphic print 2825×3500 (1)
• G4 graphic 1500×3130 (2)
• G5 graphic 1500×4000 (2)
• G6 graphic 1500×3500 (12)
• G7 graphic 4000×1000 (3)
• G8 graphic 1500×3000 (6)
• G9 graphic 500×3500 (6)

All of the above including application on site

Requirements

• The decision will be based on both the bidders proven ability to carry out the scope of work and the cost effectiveness of the project.
• A written and illustrated evidence pack aligned to the scope of work must be submitted to the ECPTA to meet the functionality requirements of the bidding process by no later than 11h00 on 5 May 2017.
• Attached is the draft design of the stand (Annexure A)

The appointed service provider must:

• Closely work with the ECPTA representative to achieve the project’s purpose.
• Adhere to terms and conditions of the contract.
• Guarantee the presence of a senior member in charge throughout the duration of the contract.
• Ensure that all time lines as agreed upon between the ECPTA and the appointed bidder be strictly complied with.
• Stand should be ready for handover at 12h00 on the day before Indaba opens (15^th May 2017 at 12h00).

BIDDERS SHALL TAKE NOTE OF THE FOLLOWING BID CONDITIONS:

·         The Eastern Cape Parks and Tourism Agency Supply Chain Management Policy will apply;

·         Bidders must be registered with the Treasury Central Supplier Database (CSD)

·         Eastern Cape Parks and 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;

• The following documents must be submitted with the tender document:

Ø  A copy of your CSD summary Report

Ø  Company Profile

Ø  Certified Copy or an original B-BBEE Certificate OR a Sworn Affidavit

Ø  Companies who bid as a joint venture must submit a consolidated B-BBEE Verification Certificate only for this bid.

• Bids submitted are to hold good for a period of 90 days

EVALUATION CRITERIA

PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT NO. 5 OF 2000 AND ITS REGULATIONS WILL APPLY:

A two stage evaluation process will be employed. In Stage one, all bids received will be evaluated for functionality. Only service providers who meet the minimum criteria for functionality will proceed to Stage 2 where bids will be assessed for PRICE and BBBEE Status Level in accordance with the Preferential Procurement Regulations of 2011.

STAGE 1

Functionality will be assessed against the criteria and weightings specified in Table 1 below. Each criterion will be scored on relevant information submitted by the bidder. The allocated score will then be added together and bidder should acquire a minimum of 65 to proceed to the next stage.

 FUNCTIONALITY

The below mentioned criteria will guide the evaluation of functionality / technical phase and bidders who score less than 65 in this phase will be disqualified for the next phase of evaluation.

STAGE 1:         FUNCTIONALITY REQUIREMENTS

Stage 2

NB: Certified copy or original B-BBEE Status Level Verification Certificate/ Sworn Affidavit must be submitted to substantiate B-BBEE Status claimed. When such certificate is not provided as proof the company will automatically score zero.

Bids may only be submitted on the tender documentation that is issued. Requirements for sealing, addressing, delivering, opening and assessment of Tenders are stated in the Tender Data.

ECPTA SCM Policy will apply.

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 872 209

·         Freepost: KZN 138 Umhlanga Rocks | 4320

·         Free Fax: 0800 00 77 88

·         Tip-offs Website: www.tip-offs.com