RURAL DEVELOPMENT AND LAND REFORM: KING …

1 Office of the Chief Registrar of Deeds Directorate: Supply Chain Management Private Bag X918 PRETORIA 0001 Tel: (012) 338 7303 Fax: (012) 338 7277 MINUTES OF THE BRIEFING SESSION MEETING HELD ON WEDNESDAY 18 FEBRUARY 2015 - BID NUMBER: DRDLR (CRD-14) 2014/15 FOR THE APPOINTMENT OF A SERVICE PROVIDER TO RENDER CLEANING AND HYGIENE SERVICES FOR THE department OF RURAL DEVELOPMENT AND LAND REFORM: KING WILLIAM S TOWN DEEDS REGISTRY FOR A PERIOD OF 24 MONTHS. NO. ITEMS NOTES/ DISCUSSIONS 1. Opening and Welcome The chairperson Mr. A Styles welcomed everyone present at the briefing session and declared the meeting opened at 10h05. He handed over to SCM team from the Office of the Chief Registrar of Deeds (OCRD) to introduce themselves and proceed with the business of the day.

2 2. Attendance 1) Mr. A Styles (Chairperson) 2) Mr. L Rashango 3) Ms L Mahlakanya 4) Mr. M Windvoel 5) See attached attendance register for the list of potential bidders present 3. Matters Discussed Mr. Rashango was afforded an opportunity to clarify the bid administration requirements. He indicated that the briefing session was compulsory and scheduled to emphasize areas of compliance and to give prospective bidders opportunity to get their questions answered. Minutes of the briefing session meeting held on 18 February 2015: Bid DRDLR (CRD-14) 2014/15 Cleaning and Hygiene KWT 2 Prospective bidders were urged to ask as many clarity seeking questions as possible. It was indicated that potential bidders present must complete the attendance register circulated to ensure that they don t get disqualified for not attending the session.

3 He mentioned that a bid document was comprised of 58 pages and compiled to provide prospective bidders with the required documents and information to enable them to submit responsive bid proposals. The bid document amongst others contained mandatory and non-mandatory Standard Bidding Documents (SBDs), Terms of Reference (TOR) and conditions to bid which included the General Conditions of Contract. He further emphasized the following to ensure bidders compliance: closing date and time to submit bid proposals, location of the bid box, filling in and signing of mandatory SBD 1, , 4, 8 and 9 by an authorized person as per the bidders authority to sign bid documents, submission of authentic tax clearance certificate which is valid and original, filling in and signing of SBD and submission of B-BBEE certificate which is valid and original/ certified copy by bidders who wish to claim the preference points allocated, indicating on SBD paragraph 8 whether or not any portion of contract will be subcontracted, and filling in and signing of banking details form and to attach bank stamp/ original cancelled cheque/ original bank letter.

4 In conclusion Mr. Rashango reiterated that failure to fill in the briefing session attendance register, submit bid proposals on time at the correct location, submit document authorizing a particular person to sign the standard bidding documents and tender offer, fill in adequately SBD forms (SBD 1, SBD , SBD 4, SBD 8 and SBD 9), to submit valid and original tax clearance certificate, and to provide cleaners wages on SBD which is not less than the minimum wage rates and basic condition of employment as prescribed by the department of Labour will automatically disqualify bidder s proposals. Minutes of the briefing session meeting held on 18 February 2015: Bid DRDLR (CRD-14) 2014/15 Cleaning and Hygiene KWT 3 Ms Mahlakanya was given a platform to clarify the terms of reference of the bid.

5 She explained thoroughly table of quantities as well as hygiene equipment required. She further explained in detail giving practical examples the scope of work starting from task description A to K for cleaning services, and A to F for hygiene services. The description and activities for task description F were amended and it was agreed that an addendum will be published in the Departmental website. Ms Mahlakanya explained comprehensively the mandatory requirements on paragraph 5 ( ) of the Terms of Reference and stated that failure to comply with any of the requirements or to submit any of the document with proposal will immediately disqualify bidder s proposals. She further enlightened the functionality evaluation criteria table, 80/20 evaluation criteria as well as the terms and conditions of the proposal in particular paragraph 12.

6 5, , , and Questions and Answers Question 1: Is this a tender for both cleaning and hygiene services combined or a bidder can decide to bid for either cleaning or hygiene services? Answer to Question 1: The department wishes to appoint one service provider/ consortium/ joint venture/ sub-contractor to render both cleaning and hygiene services. Question 2: Is it necessary to fill in, sign and submit banking details form (page 30 31 of the bid document) if the entity is already in the Departmental system? Answer to Question 2: It is not necessary if you re already in the financial system of the Deeds Registry: King William s Town and the banking details has not changed however if you re in the financial system of the department it is necessary though failure to do so will not disqualify bidder s proposals.

7 Question 3: Will successful bidder be allowed to adjust the bid prices annually seeing that it is a contract for 24 months? Minutes of the briefing session meeting held on 18 February 2015: Bid DRDLR (CRD-14) 2014/15 Cleaning and Hygiene KWT 4 Answer to Question 3: Price adjustment will only be allowed based on the department of Labour sectoral wage determination for Contract Cleaning employees annually on 01 December or as required by department of Labour regardless of the contract commencement date. The rest of the bid prices must be firm for the full duration of the contract. Question 4: Will the current hygiene contractor leave the equipment at the termination date of the contract? Answer to Question 4: No.

8 Bidders must bid for the supply, installation and maintenance of all hygiene equipment as stated on page 33 of the bid document. Bidders should also be aware that all hygiene consumables as well as cleaning equipment and detergents shall also be provided by the successful bidder. Question 5: With regard to the submission of Letter of Good Standing for COIDA and Certificate of Compliance for UIF by the successful bidder within seven working days after the award, are you aware that department of Labour COIDA and UIF Offices are based only in Pretoria and it takes 14 days to issue such documents? Answer to Question 5: Seven working days period can be extended provided the service provider have submitted all required documents on time and delay in issuing the letter and certificate is caused by the department of Labour.

9 Question 6: How do you balance experience and compliance to mandatory requirements in particular UIF, COIDA and Wage Rates and Basic Condition how do you deal with service providers that accumulated experience despite the fact they weren t complying with the above stated requirements? Answer to Question 6: Unfortunately we re not at liberty to examine compliance with regard to bidder s previous contracts with other clients however for this specific tender; a bidder must comply with all mandatory requirements as stated in order to be evaluated further on functionality as well as price and preference. Question 7: If my tax clearance certificate indicates registration numbers for COIDA and UIF, will it still be necessary to submit letter of good standing for COIDA and certificate of compliance for UIF?

10 Minutes of the briefing session meeting held on 18 February 2015: Bid DRDLR (CRD-14) 2014/15 Cleaning and Hygiene KWT 5 Answer to Question 7: Yes, bidders must comply with all mandatory requirements and submit all documents as stated on paragraph 5 of the Terms of Reference to avoid disqualification. Question 8: On SBD forms, where the space provided to fill in is not sufficient, are we permitted to attach additional document or page? Answer to Question 8: Yes. 4. Closure Mr. Styles thanked everyone for their contribution. He indicated that Mr. M Windvoel will lead prospective bidders as they do the rounds to view the building and thereafter adjourned the briefing session at 11h55.