QUOTATION NO. 94/16/17- SUPPLY, DELIVERY AND OFF-LOADING/STACKING OF GRADE 1 LUCERNE BALES TO EASTERN CAPE PARKS & TOURISM AGENCY’S PROVINCIAL RESERVES FOR THE PERIOD 2017

The Eastern Cape Parks & Tourism Agency is seeking the services of a service provider to submit proposals for THE SUPPLY, DELIVERY AND OFF-LOADING/STACKING OF GRADE 1 LUCERNE BALES TO EASTERN CAPE PARKS & TOURISM AGENCY’S PROVINCIAL RESERVES FOR THE PERIOD 2017

Mini bid documents outlining detailed specifications will be made available from   Thursday, 16 February 2017 free of charge and closing on Tuesday, 28 February 2017 at 11h00 am. The documents can only be e-mailed to applicants upon request.

The service provider will be required to provide, deliver, off-load/stack good quality Grade 1 Lucerne Bales to the following provincial reserves managed by the Eastern Cape Parks and Tourism Agency during the course of 2017:

1.    Great Fish River Nature Reserve

·         Lucerne to be delivered to stores situated on the reserve. The main entrance gate of the reserve is approximately 35 km from Grahamstown and Lucerne stores a further 4 km. Road surface is gravel from main entrance gate and road quality is fair to good.

2.    Baviaanskloof Nature Reserve

·         Lucerne to be delivered to stores situated on the reserve, approximately 70km from Willowmore (this point of entry allows for larger trucks). The road surface is gravel for almost all the way. The road varies in condition from average to poor.

3.    Mpofu Nature Reserve

·         Lucerne to be delivered to stores situated on the reserve, approximately 25 km from Fort Beaufort. The road surface is gravel for the last few kilometers and the road quality is fair to good.

Service providers will be expected to provide the following estimated quantities on Grade 1 Lucerne during the course of 2017:

Competencies Required

Potential Service Providers should be able to provide good quality Grade 1 Lucerne, in the quantities stipulated above, during April, May, June and July 2017. It is anticipated that the first load of Lucerne will be required by April 2017.

Furthermore, potential service providers should have suitable and reliable transport to deliver the Lucerne to the reserves.

Service providers should be able to deliver at least 1 000 bales of Lucerne initially and the balance thereafter as required – this may mean spreading the deliveries over a three/four month period. This can be negotiated with the successful service provider.

Time Frames

ECPTA conducts most of its capture operations during May/June 2017. It is therefore anticipated that delivery of Lucerne will take place during April/May/June 2017.

The exact dates will, however, be established in consultation with the successful service provider. Wherever possible ECPTA will provide dates in advance and strive to select mutually agreeable timeframes for Lucerne delivery.

Payment

Payment will be made once Lucerne has been delivered to the reserve and within 30 days of receipt of an invoice and statement. The amount due will be calculated by multiplying the quoted price per bale of Lucerne and adding the delivery costs (either calculated per kilometer travelled or per load of Lucerne delivered).

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 70% 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 70% in this phase will be disqualified for the next phase of evaluation.

STAGE 1- FUNCTIONALITY

NB: Only proposers who obtain 70 out of 100 points for functionality will qualify for evaluation in terms of price. All points scored by qualifying proposers in Stage 1 will not be taken into consideration for evaluation at Stage 2.

 STAGE 2- PRICE and B-BBBEE

Bidders should take note that submissions are subject to functionality scoring as detailed in the mini-bid document.

Enquiries relating to the issue of these documents may be addressed to Mr Nathan Leeuw at 043 705 4400, e-mail: Nathan.Leeuw@ecpta.co.za.

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