New TOR Template April 2012 Black Box Frames 1204251305 by j5uNBk

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									                                                          Closing date and time: 14h00, 4 May 2012
                                                                                         Econ 2847




                                           TERMS OF REFERENCE

 TO PROCURE THE SERVICES: PRODUCE BLACK BOX FRAMES, SECURITY HANGERS AND TOUCH-UP
                                OF EXISTING FRAMES.

1. PURPOSE

      1.1      The Directorate: Financial Management has three (3) paintings that needs to be
               framed and assistance with the hanging and securing of 25 paintings.

2. BACKGROUND AND MOTIVATION
     2.1  The directorate needs to create a professional environment that would promote
          the image of the directorate and enhance the general aesthetic of offices.

3. DELIVERABLES AND KEY TASKS
      3.1     The service provider will be expected to produce black box frames and frame
              paintings in a black wooden box frame, including a build-up. Provide security
              hangers to secure all paintings to a drywall. Do touch-up on existing frames.
      3.1.1 The measurement (mm) of the paintings to be frames is as follow:
          3.1.1.1    Painting One:
                     •      935 Wide
                     •      625 High
                     •      400 Deep

            3.1.1.2   Painting Two:
                      •      910 Wide
                      •      760 High
                      •      15 Deep

            3.1.1.3   Painting Three:
                      •      1200 Wide
                      •      1005 High
                      •      45 Deep

      3.1.2    Black box frames to have a width of 45mm and 60mm deep build up




               9th Floor, 80 St. George’s Mall, Cape Town, 8001 PO Box 979, Cape Town, 8000
               Tel: +27 483 9128 Fax: +27 21 483 3010           www.westerncape.go.v.za
      3.2     Security hangers to be provided for the three paintings to be framed as well as the
              other 25 framed paintings.

      3.3     Service provider to hang all paintings.



4. TIMEFRAMES AND REPORTING
      4.1  The service to frame paintings in a black wooden box frame, including a build-up, should
              be completed by 15 May 2012.
      4.2     The hanging and securing of frames to be undertaken and completed by 18 May 2012.


5. CONSULTANT PROPOSAL SUBMISSION REQUIREMENTS
     5.1     For the purpose of simplifying the evaluations process, The Department request
             prospecting service provider to submit an organisational profile which includes the
             following:
     5.1.1 Organisational profile:
         5.1.1.1    Names: with the main contact person clearly identified, with contact details
                    (including mobile phone and email address);
         5.1.1.2    Service provider expertise and how many years of experience in hanging
                    and framing of paintings.
         5.1.1.3    List of recent work undertaken at other organisations (including government
                    departments), with names and contact details of three contactable
                    referees.
         5.1.1.4    Service provider must provide confirmation that the proposed due dates of
                    15 & 18 May 2012, will be met.

      5.1.2   Original Tax Clearance Certificate;

      5.1.3   WCBD 4 – Declaration of Interest, Bidders past SCM practices and Independent Bid
              Determination; and

      5.1.4   Copy of the company/individual’s BEE Certificate.

      5.2     Failure to submit above documentation will lead to potential service providers
              being disqualified for consideration.

      5.3     It must be noted that all parties participating in a Joint Venture should provide and
              Original Tax Clearance Certificate, copies of their BEE Certificates or a
              consolidated BEE Scorecard and each participating party needs to complete the
              WCBD 4 document.




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     5.4      Service providers will be responsible to ensure that they are registered on the
              Western Cape Supplier Database in order for the Department to continue
              appointing them post April 2012.

     5.5      Should you not be registered, please contact WCSD Helpdesk on 0861 225 577 or
              (021) 680 – 4666. Alternatively go to www.supplierdatabase@quadrem.com for
              assistance and provide the Department with written proof of the following:
           a) That the service provider is currently in the process of registering as confirmed on
              the supplier database; or

6. EVALUATION AND ADJUDICATION OF THE BID

     6.1      An evaluation process will be conducted with shortlisted applicants, whereby the
              selection panel will evaluate all applicants specifically on the Functionality
              element. Shortlisted candidates may be requested to participate in an interview.
              The names of the preferred candidates and their contract will be submitted to the
              Departmental Evaluation Committee for approval.

     6.2      Phase 1: Evaluation of the tender will be determined according to the following
              schedule:

              Criteria: Functionality                                             Points: 100
             Service provider expertise and how many years of experience in the        50
             making of frames and framing of paintings

             Service provider have verified that the due dates of 15 & 18 May          50
             2012 is achievable.




              Total                                                                    100


     6.3      Applicants who do not meet or better the minimum qualifying score of 85 points for
              Functionality will not be considered further. Applicants meeting the minimum
              criteria will progress to the next phase of the evaluation.

     6.4      Phase 2: Adjudication of the tender will be based on the 80/20 principle where 80
              refer to price and 20 to BEE status.




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7. BID DEADLINE
      7.1   Bidding closes at 14h00 on 4 May 2012, however, applicants are encouraged to
            apply as soon as possible.



8. CONFLICT OF INTEREST
     8.1   The appointed service provider(s) may not in any way that is inconsistent with
           his/her duties; expose him/herself to any situation involving the risk of a conflict of
           interest between the official responsibilities required of the outsourced tender and
           with that of private interests.

9. DECLARATION OF INTEREST
     9.1   The reviewer and/or selection panel will regard all information presented in, or in
           support of the application, as confidential and may not use any information for
           personal or 3rd party gain.

      9.2      All data, information, analyses, reports and other project related documents and
               deliverables will become the property of the DEDAT and will be transferred by the
               service provider to the DEDAT on completion of the project. The use of the
               information by the service provider will only be permitted by obtaining written
               confirmation from the DEDAT.

10. MINIMUM REQUIREMENTS FOR A VALID QUOTE:
       10.1 Service providers to submit quotation (inclusive of Vat if applicable) on the
            Standard Quote form to Tradeworld before 4 May 2012.

      10.2      Service provider(s) need to ensure that the following documentation is submitted to
                Yolandi van Nierkerk on below mentioned e-mail address or to 9th floor, 80 St.
                George’s Mall, Waldorf Building, Cape Town, 8000 before 4 May 2012 on
                Tradeworld:
             10.2.1   Detailed proposal as requested under point 5 on page 2 of this Terms of
                      Reference.
             10.2.2    Original tax clearance certificate
             10.2.3   Copy of a BEE certificate. Only a valid BEE certificate from a South African
                      National Accreditation System (SANAS) Company will be acceptable. There
                      are 13 SANAS accredited companies in the Western Cape. Details of these
                      companies are available on http://www.sanas.co.za/
             10.2.4   All suppliers that provide a quote to the DEDAT needs to complete a WCBD
                      4 form in order to validate their proposal. Forms are available on request
                      from Yolandi.Vanniekerk@pgwc.gov.za or alternatively on the Department’s
                      website                                located                             at
                      http://www.capgateway.gov.za/eng/pubs/public_info/A/225392


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      10.3   It must be noted that all parties participating in a Joint Venture should provide and
             Original Tax Clearance Certificate, copies of their BEE Certificates or a
             consolidated BEE Scorecard and each participating party needs to complete the
             WCBD 4 document.

      10.4   The successful service provider will enter into a Service Level Agreement with the
             Department for all goods/services quoted in excess of R50 000-00.

      10.5   Service providers will be responsible to ensure that they are registered on the
             Western Cape Supplier Database in order for the Department to continue
             appointing them post April 2012. Should you not be registered, please contact
             WCSD Helpdesk on 0861 225 577 or (021) 680 – 4666. Alternatively go to
             www.supplierdatabase@quadrem.com for assistance.

11. OTHER
    Enquiries can be directed as follows:

   Bid Enquiries                            : Yolandi van Niekerk
                                             Tel: (021) 483 – 9128
                                             Fax: (021) 483 – 3010
                                             E-mail address: Yolandi.Vanniekerk@pwgc.gov.za



   Specification Enquiries                  : Project Manager: Leonora Hess
                                             Tel: (021) 483 – 9464
                                             Fax: (021) 483 – 3010
                                             E-mail: Leonora.Hess@pgwc.gov.za




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