REQUEST FOR QUOTATION SUPPLY CHAIN MANAGEMENT SCM-459 Approved: xx September 2009: Branch Manager Version: 4 Page 1 of 8 Due at ........09H00..... On .........08.03.2010......................... Quotation box number ..........92................. QUOTATION DOCUMENT Quotation number ............W080100177........................ Description: CONSTRUCTION OF A 1000mm HIGH TERRAFORCE RETAINING WALL AND +-120sq.metre BRICK PAVING ON CAMPS BAY BEACH FRONT ____________________________________________________________ NOTES TO CONTRACTORS The general conditions of this request for quotation are in accordance with the City of Cape Town’s Supply Chain Management Policy. 1. Quotations submitted by vendors not registered and verified on the City’s SAP vendor database may be disqualified. Although the registration on the Western Cape Supplier Database (WCSD) is not a compulsory requirement by the City of Cape Town it will be beneficial for suppliers to register on this database as well in order to claim preference points (HDI status) 2. Contractors must be registered on grade 2CE ….. Or higher with the CIDB. (Construction Industry Development Board) and have to provide their registration number when submitting quotations. 3. Site meeting: A compulsory site meeting will be held for all contractors to inspect and to ascertain the amount and nature of work required prior to submitting their quotation where a project manager will be in attendance on the date and site as detailed below. Note: Only quotations submitted by contractors who have attended the compulsory site meeting will be considered for acceptance. Council reserves the right to extend the quotation date or postpone the site meeting. Vendors arriving more that 15 minutes after the official site meeting time will not be allowed to participate in the meeting. Date of site meeting : 03.03.2010 Time : 10h00 Venue : Camps Bay Beach Front ---opposite the Bay Hotel 4. Contact details: Project Manager: _CHARL MARAIS ----- Tel. 084 629 4322 Supplier management: information and registration documentation for the City of Cape Town can be obtained from: http://www.capetown.gov.za/en/supplychainmanagement/pages/supplierregistrationn.aspx Telephone enquiries can be directed to: (021) 400 3216 / 9245 / 3618 / 3616 / 5563 / 4310 Western Cape Supplier Database (WCDB): Quadrem/TradeWorld: ph 680 4600. www.tradeworld.net; firstname.lastname@example.org 5. Each quotation must be submitted in a separate, clearly marked sealed envelope, indicating the contents (description) and the quotation box number. It must be deposited in the relevant official numbered quotation box as specified by no later than the indicated closing date and time. Quotations will be opened in public on the closing date as soon as possible after the closing time. (Cut-out label below and paste on your quotation envelope): Attention: RHONDA MINNIES Ref: W080100177 Due: 08.03.2010 Box No: 92 City of Cape Town. Tender Offices. 8th floor, Tower Block, Civic Centre, 12 Hertzog Boulevard, Cape Town CONTENTS OF QUOTATION DOCUMENT A. Returnable documents (to be returned by the service provider in sealed envelope) 1. Form of offer 2. Scope of works/Price schedule 3. Functionality/quality 4. Health & Safety plan 5. Undertaking in respect of the Occupational Health & Safety Act, 1993 6. Standard form of guarantee 7. Declaration of interest 8. Transparency and disclosure of potential conflicts of interests 9. Agreement 10. Annexure(s) if applicable 11. BIBC certificate of compliance to be provided where applicable 12. Valid COIDA certification B. Non-returnable documents 12. Conditions of contract 13. Project specification 14. Health and safety specification 15. Annexure(s) if applicable Failure to submit any of the original documentation as stipulated will render your submission non responsive. NOTE: The onus rests with the service providers to download the following documentation from the Cities website: www.capetown.gov.za Functionality/quality Health & Safety plan Undertaking in respect of the Occupational Health & Safety Act, 1993 Agreement Declaration of interest Transparency and disclosure of potential conflicts of interests Agreement Standard form of guarantee FORM OF OFFER REFERENCE: W080100177 EXCAVATIONS AND CONSTRUCTION OF A REINFORCED TERRAFORCE RETAINING WALL AND ADJOINING PAVING ON CAMPS BAY BEACH FRONT Brought forward from Activity Schedule R......................... Add Contingency (Specify) R........................ Add 14% VAT R........................ Only if VAT-registered TOTAL QUOTED PRICE R………………… CoCT Vendor COMPANY NAME: No: Legal Address (Domicillium citandi et executandi) PHONE / CELL / FAX : Yes No TRADEWORLD REG No: IS YOUR COMPANY VAT REGISTERED? * COIDA REGISTRATION No: CIDB CIDB REGISTRATION No: CATEGORY Number of days from receipt of official purchase order to commencement of project Attach letter of good standing from Workman’s Compensation Commissioner regarding COIDA This done and signed at............................................................. on ..................................... For and on behalf of the contractor who by signature hereby warrants authorization. Signature: .............................................. Name (print)........................................... As Witness............................................. Name (print)........................................... Quotation number .......W080100177.............. 1. Scope of work Buyer Name: RHONDA MINNIES Contact Number: 021 400 3202 Site meeting details: Project Reference Number: W080100177 Date: 03.03.2010 Time: 10H00 Location: CAMPS BAY BEACH FRONT, OPPOSITE BAY HOTEL Closing date: 08.03.2010 Closing time: 09H00 Box No: 92 Box Location: 8TH FLOOR, CIVIC CENTRE Work Order No. NI0.96001-F1.D1.A2.23 CONTRACTOR INFORMATION Company Name: Sap Description of CAMPS BAY MAIN BEACH Project: DUNE REHABILITATION Vendor Number: Project Manager: CHARL MARAIS Contact Person: Contact Number: 084 629 4322 Contact Number: Specification: RETAINING WALL Excavate , supply and install+- 30m reinforced L12 Terraforce Retaining block wall +- 1000mm high Supply and install Y12 reinforcing rods at 500mm centres , as Per drawing Supply and install Geofabric material behind the foundation And wall Cast 250mm concrete foundation Supply and install L12 Terraforce retaining blocks – 1000mm high x +- 30m length Length as per drawing and specification and fill blocks solid with concrete Install –100mm concrete floor at the bottom of the retaining wall to join with The existing floor around the building BRICK PAVING Excavate the area around the new retaining wall, the footpaths and Sidewalk as per sketch Prepare and lay 100mm G5 sub- base compacted to 95% Supply and lay a sand screed Supply and lay+- 120sq. metre 50mm Red De Hoop clay bricks to tie in with the existing Sidewalk, steps and palmtree levels . Grouting Project Scope/Price schedule: Item DESCRIPTION Unit Quantity Price 1 Excavate and prepare site Place y12 reinforcing rods and geofabric 2 Cast 250mm concrete foundations 3 Supply and install L12 terraforce blocks --- 1000mm high x +- 30m 4 length and fill with concrete Install 100mm concrete floor to match the existing floor 5 6 Excavate area around the new retaining wall and prepare levels for Brick paving Supply and lay 100mm G5 sub- base , compacted to 95% 7 Supply and lay +- 120sq. metre 50mm Red De Hoop clay paving 8 bricks and grout 9 10 11 Failure to submit a fully priced schedule with a quotation will invalidate such quotation. Where the quantity in the schedule shows item or block, a lump sum rate is required to include for all work inferred by such description. Ensure that all costs relevant to the fulfillment of the contract conditions are included here. Vat-registered companies must price exclusive of VAT Spec/Scope Approved By (Client): Approved by CITY PARKS Supervisor : Charl Marais 2. Functionality/Quality PREFERENTIAL PROCUREMENT The City will apply their Preferential Procurement Policy which means that vendors could score advantage points for having historically disadvantaged, women or disabled partners (as verified on the Western Cape Supplier Database), as well as functionality. Evaluation of quotations: Scoring of points will be as follows: Price 50 HDI Status 20 Functionality (experience, H&S Plan, equipment, infrastructure, 30 capacity) TOTAL 100 Weighting on Functionality AREA CRITERIA WEIGHTING % Previous Experience No of years Relevant experience (similar work 30 done) Equipment Appropriate Plant & Equipment owned or to be hired for this contract 30 Staff Appropriate experienced permanent staff 20 Health & Safety Plan Risks identification Risk analysis and evaluation 20 Plan of safe working procedures Monitoring plan Total 100 Formula for Functionality: Total Weighting x 30 100 A functionality score of less than 60 points will be render the quotation non-responsive. Failure to complete any of the Functionality Schedules will render the quotation non-responsive. 3. Project specification 3.1 Preliminaries: 3.1.1 Existing premises/facilities : 3.1.2 The extent of the work to be done must be determined prior to commencing of work by inspecting all premises with the facility manager/depot supervisor and an agreed work schedule with addresses must be drawn up before work can start. 3.2 General requirements: 3.2.1 Provision of / available facilities: 3.2.2 No toilet, water, electricity or storage facilities are available and the respondent is to make his own arrangements with regard thereto. 3.3 Duration: 3.3.1 It is a requirement of this contract that the works shall be completed within a period of weeks from the date of receipt of the order, inclusive of any time required to provide proof of the required insurance cover, but excluding the year end break and special non-working days falling outside thereof. 3.4 Completion and handing-over procedure: 3.4.1 It is the responsibility of the contractor to do his own quality checks and snagging in order to ensure that the completed works comply with the specification in every respect. On completion of the works or agreed section of the works, the contractor shall notify the project engineer/manager who will in turn snag the work and issue a snag list. This list may need to be produced from several snagging inspections as may be necessary or convenient. 3.4.2 Thereafter, and upon notification by the contractor of completion of the snagged items, the project engineer/manager shall re-inspect these items in order to de-snag them. Only upon the de-snagging of all items on the list or those snag items in an agreed section of the works, shall the works, or such section of the works as agreed upon, be deemed to be complete for handing over purposes. Until such a completed state is achieved, the works, or those sections of the works as defined, shall remain under the contractor’s responsibility and insured by him. 3.5 Penalties: 3.5.1 If the quotation adjudication points awarded to the contractor are later found to be based on incorrect or false information, or the conditions pertaining to the award of points are not met, the contractor shall pay the employer an amount equal to one and a half multiplied by the product of the number of falsely claimed quotation adjudication points and the quotation amount exclusive of VAT, divided by 100. 3.5.2 It is the responsibility of the contractor to do his own snagging to ensure that the installations comply with the specification. On completion, the project engineer will snag the work and then de-snag after allowing a reasonable period for the contractor to satisfactorily rectify any snags. 3.6 Pricing: 3.6.1 This is a fixed price quotation. Any price increase of whatsoever nature, influencing the contractors cost of executing the works, will be bourne by the contractor who shall be deemed to have made allowance for this in his quotations price. 3.6.2 For the valuation of interim payments, extras and omissions, the respondent’s rates as priced in the attached schedule shall apply. Rates are to allow for all sundries including preliminary and general requirements. 3.7 Contingencies: 3.7.1 The contingency sum as provided for on the form of offer is for use at the sole discretion and direction of the employer, and which may be deducted in whole or part if not required. 3.7.2 Trade names and/or proprietary brands for materials: 3.7.3 Manufacturers names and catalogue numbers where referred to hereafter are intended merely as a guide to the type and quality of the article required, and these need not necessarily be purchased from the firm indicated. 3.7.4 Articles of similar manufacture by an approved firm and equal in all respects to those specified, in design, material, workshop and finish will be accepted, subject to the Director: …………………………….. Approval. 3.8 Storage of materials: 3.8.1 The contractor will be permitted, to store materials on site only in the area demarcated and agreed by the Director: ………………….. On handing over the site to the contractor. The contractor will be required at all times to keep the site in a neat and orderly fashion. 3.9 Delivery of materials: 3.9.1 The contractor will be required to take all possible precautions to avoid damage to municipal property and to prevent obstructions on any normal access route within the property. 3.10 Security of the works: 3.10.1 The contractor is responsible for his own security regarding materials stored on site, for his own and labourer’s security and for the work in general for the duration of the contract. Costs relating to any security and insurances the contractor may require are to be included in the net tender.