ECPTA hereby invites APPOINTMENT OF SERVICE PROVIDER TO SUPPLY AND DELIVERY OF A FULLY FUNCTIONAL HR/PAYROLL MANAGEMENT SYSTEM FOR THE EASTERN CAPE PARK & TOURISM AGENCY FOR A PERIOD OF THREE YEARS.
Please refer to the attached Specifications for details.
NB: It is important that ALL detailed information on required is furnished in full. Failure to comply will render your quotation liable to rejection, as late and incomplete quotations cannot be considered.
EVALUATION CRITERIA
BIDS WILL BE EVALUATED IN ACCORDANCE WITH THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT (PPPFA) of 2000 AND ITS REGULATIONS OF 2022 AS FOLLOWS:
A two (2) Stage Evaluation process will be employed. In Stage One (1) Bids will be evaluated for Pre-qualification. Only bidders who meet all the criteria for Pre-qualification will proceed to (Price and Specific goals) stage 2 using 80/20 criteria.
STAGE 1: PRE-QUALIFICATION
Bidder must comply with the set of pre-qualification and MUST submit evidence in order to be considered for evaluation. Failure to submit evidence will lead to immediate rejection of the bid.
- Accreditations: Bidders must have accreditations to financial management software (PASTEL) as an agent/consultants/Partner.
- Company Experience: Bidders must submit a minimum of Three (3) projects of similar nature completed in organizations similarly sized or similarly mandated public entities or government departments.
Proof to be submitted in following form:
- Appointment letters
- Testimonial letters of the previous employer
- Service level agreements
NB: Reference letters must be on the name of the client, detail the type of work done, start, and end date. Signed by the client.
Reference forms, which are incomplete or not in compliance with the above requirement will not be considered for evaluation.
NB: FAILURE TO PROVIDE ANY OF THE ABOVE WILL RESULT TO IMEMDIATE REJECTION OF THE BID
STAGE 2: PRICE & SPECIFIC GOALS
| Criteria | Points Available |
| Bid Price | 80 |
| Specific goals | 20 |
| Total | 100 |
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 points for specific goals for the company. A copy of CSD report, Medical Certificate (where applicable) and Proof of Address must be submitted as proof of specific goals. When the above documentation is not provided as proof the company will automatically score zero.
Documents outlining detailed specifications will be made available from the 17 FEBRUARY 2023 “FREE OF CHARGE”. Documents can be downloaded from https://visiteasterncape.co.za/corporate/procurements/mini-bids/
Sealed Quotations endorsed on the envelope with the Tenderer’s name and the Quotation Number shall be deposited in the formal Tender Box situated in the ECPTA offices at 17-25 Oxford Street, Corner of Fleet and Oxford Street, East London CBD, East London or posted so as to reach The Chief Executive Officer, P.O. Box 11235, Southernwood, East London, 5213 in sufficient time for it to be placed in the Tender Box before the closing time of 11h00 on the closing date i.e. 24 FEBRRUARY 2023.
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 February 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.
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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
