request for information - sanparks

TECHNICAL SERVICES

CONTRACT NUMBER: RFB/4/11/1/2/23-11

BID DOCUMENT

REQUEST FOR INFORMATION

SUPPLY, INSTALLATION AND IMPLEMENTATION OF AN ENERGY AND LOAD MANAGEMENT

SYSTEM INSIDE THE KRUGER NATIONAL PARK FOR A PERIOD OF FIVE (5) YEARS

ISSUED BY: PREPARED FOR:

South African National Parks Procurement

South African National Parks Technical Services

643 Leyds Street Muckleneuk Pretoria

Kruger National Park Tender Document/s Submission: Supply Chain Management (Procurement) Office, Administrative Block, Skukuza, 1350

Closing Date: 15 February 2012

PO Box 787 PRETORIA 0001

Ms Dolly Makwakwa

Tel: 012 426 5075 Tel: 012 426 5075 Fax: 086 560 0090

:

SOUTH AFRICAN NATIONAL PARKS JANUARY 2012 REQUEST FOR INFORMATION: ENERGY AND LOAD MANAGEMENT SYSTEM RFI No: RFB/4/11/1/2/23-11

NAME OF BIDDER (BIDDING ENTITY) (FULL NAME, i.e. (CC, (PTY) LTD, LTD, JV, SOLE PROPRIETOR etc.)

TEL NUMBER :

FAX NUMBER :

SUMMARY FOR BID OPENING PURPOSES NAME OF BIDDING ENTITY: .................................. ………………………………………………………. .....................................................................................................................

PHYSICAL STREET ADDRESS: POSTAL ADDRESS:

TELEPHONE NUMBER : ................................................................................................................... FAX NUMBER : ................................................................................................................... E-mail ADDRESS : ................................................................................................................... Signed by authorised representative of the Bidding Entity: ................................................................. DATE: …………………………………………………

CONTENTS

THE BID

PAGE(S)

PART T1 BIDDING PROCEDURES T1.1 Notice and Invitation to Bid 2 T1.2 Bid Data 3 PART T2 RETURNABLE DOCUMENTS T2.1 Returnable Schedules required for Bid Evaluation Purposes 5 T2.2 Other Documents required for Bid Evaluation Purposes 18 T2.3 Returnable Schedules that will be incorporated in the Contract 27

THE CONTRACT

PART C1 AGREEMENT AND CONTRACT DATA C1.1 Form of Offer and Acceptance 41 C1.2 Contract Data 42 PART C2 PRICING DATA C2.1 Pricing Instructions 47 C2.2 Schedule of Quantities 48 PART C3 SCOPE OF WORK 50 PART C4 SITE INFORMATION 58 PART C5 KRUGER NATIONAL PARK SPECIFIC DOCUMENTATION 59


PART T1 BIDDING PROCEDURES CONTENTS PAGE(S) T1.1 BID NOTICE AND INVITATION TO BID 2 T1.2 BID DATA 3


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T1.1 BID NOTICE AND INVITATION TO BID

The South African National Parks invites interested bidders to furnish details including a preliminary design proposal for the supply, installation and implementation of an energy and load management system in the Kruger National Park. Preference will be given to tenderers who have HDI/Female/Youth/Disabled Equity ownership. Acceptable bids will be evaluated by using a system that awards points on the basis of 90 points for bid price and efficiency and 10 points for the meeting of specific goals. PLEASE NOTE THAT AN ORIGINAL COMPANY’S TAX CLEARANCE CERTIFICATE (OR IN THE CASE OF A JOINT VENTURE, OF ALL THE PARTNERS IN THE JOINT VENTURE) MUST BE SUBMITTED WITH THE BID DOCUMENT.

Bid documents will be available as from 08:00 on SUNDAY, 15 JANUARY 2012 free to download from the South African National Parks’ website at www.sanparks.org.za.

A compulsory bid clarification meeting shall be held at 10:00 on WEDNESDAY, 25 JANUARY 2012, in Skukuza in the Skukuza Auditorium. The Bidder should note that FORM 2.2.1 should be signed by a SANParks representative to confirm bidder’s attendance at this meeting and must be included in the submittal document.

Bids are to be completed in accordance with the conditions and bid rules contained in the bid documents and supporting documents must be sealed and externally endorsed WITH THE CONTRACT NUMBER and DESCRIPTION and placed in the bid box, at the Supply Chain Management Office, Administrative Block, Skukuza, 1350, not later than 10:00 on MONDAY, 15 FEBRUARY 2012. Bids will be opened immediately thereafter, in public, in the Conference Room, at above-mentioned address. All bids shall hold good for 120 days as from the closing date of bids. Bids which are not received and/or deposited in the specified bid box before 10:00 on the closing date for the bid mentioned hereinbefore, will be marked as late bids and such bids shall in terms of the Procurement Policy of the South African National Parks, not be considered as valid bids. All Procurement enquiries should be directed to Ms. Dolly Makwakwa at telephone number (012) 429-5075. Bidders’ attention is specifically drawn to the provisions of the bid rules which are included in the bid documents. The lowest or any bid will not necessarily be accepted and the Council reserves the right not to consider any bid not suitably endorsed or comprehensively completed, as well as the right to accept a bid in whole or part. Bids completed in pencil will be regarded as invalid bids. Telefax or E-mail bids are not acceptable

http://www.sanparks.org.za/


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T1.2 BID DATA The Conditions of Contract are the JBCC Series 2000 Minor Works Agreement (Edition 5.0, 2007), published by the Joint Building Contracts Committee. Copies of these documents may be obtained from the Association of South African Quantity Surveyors (011 315 4140), the Master Builders Association (011 205 9000), Consulting Engineers South Africa (011 463 2022) or the South African Institute of Architects (011 486 0684).


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PART T2 RETURNABLE DOCUMENTS CONTENTS PAGE(S) T2.1 RETURNABLE SCHEDULES REQUIRED FOR BID EVALUATION PURPOSES FORM 2.1.1 Schedule of construction plant 5 FORM 2.1.2 Size of enterprise and current workload 6 FORM 2.1.3 Staffing profile 7 FORM 2.1.4 Proposed key personnel 8 FORM 2.1.5 Schedule of previous work carried out by bidder 10 FORM 2.1.6 Financial ability to execute the project 11 FORM 2.1.7 Authority for signatory 12 FORM 2.1.8 Schedule of proposed sub-contractors 13 FORM 2.1.9 Financial references 14 FORM 2.1.10 Details of alternative bids submitted 16 FORM 2.1.11 Amendments & qualifications by bidder 16 T2.2 OTHER DOCUMENTS REQUIRED FOR BID EVALUATION PURPOSES FORM 2.2.1 Certificate of bidder’s attendance at clarification meeting 18 FORM 2.2.2 Tax clearance certificate requirements 19 FORM 2.2.3 Certificate of Independent bid determination 20 FORM 2.2.4 Declaration of interest 22 FORM 2.2.5 Declaration of bidder’s past supply chain management practices 25 T2.3 RETURNABLE SCHEDULES THAT WILL BE INCORPORATED IN THE CONTRACT FORM 2.3.1 Form concerning fulfilment of the construction regulations, 2003 .......... 27 FORM 2.3.2 Record of Addenda to bid documents 29 FORM 2.3.3 Conditions pertaining to targeted procurement 30 FORM 2.3.4 General Information .............................................................................................. 31 FORM 2.3.5 Specific Goals ....................................................................................................... 33 FORM 2.3.6 Technical Proposal 39 FORM 2.3.7 Price Adjustment due to Inflation 39 FORM 2.3.8 Rate of Exchange Variations 39


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FORM 2.1.1 SCHEDULE OF CONSTRUCTIONAL PLANT The Bidder shall state below what Constructional Plant will be available for the work should he be awarded the Contract.

DESCRIPTION, SIZE, CAPACITY NUMBER


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FORM 2.1.2 SIZE OF ENTERPRISE AND CURRENT WORKLOAD What was your turnover in the previous financial year? R________________________ What is the estimated turnover for your current financial year? R________________________ Physical facilities:

Provide information on offices, factories, yards and warehouses occupied by your enterprise (attach details if the space provided is not enough)

Description Address Area (m²)

List your current contracts and obligations:

Description Value (R) Start

date Duration

Expected

completed

date

Do you have the capacity to supply the goods and services described in this bid, should the contract be awarded to

you?

________________________________________________


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FORM 2.1.3 STAFFING PROFILE Provide information on the staff that you have available to execute this contract (attach a separate list if the space provided is insufficient)

Own staff: gender and race Number of staff

Staff to be employed for the project: gender and race Number of staff


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FORM 2.1.4 PROPOSED KEY PERSONNEL The Bidder shall list below the key personnel (including first nominee and the second choice alternate), whom he proposes to employ on the project should his Bid be accepted, both at his headquarters and on the Site, to direct and for the execution of the work, together with their qualifications, experience, positions held and their nationalities.

DESIGNATION

NAME OF

NA

TIO

NA

LIT

Y: SUMMARY OF

HDI

Status

Yes/No

(i) NOMINEE

(ii) ALTERNATE

QUALIFICAT

-IONS

EXPERIENCE AND PRESENT

OCCUPATION

HEADQUARTERS

Partner/director

Project

manager

Other key staff

(give

designation)


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CONSTRUCTION

MONITORING

Site Agent

Engineer on

Site

Construction

supervisor

(give

designation)

Other key staff

(give

designation)


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FORM 2.1.5 SCHEDULE OF PREVIOUS WORK CARRIED OUT BY BIDDER Provide the following information on relevant previous experience. Indicate comparable projects. This information is material to the award of the Contract. No points will be awarded if reference cannot be reached or if it refuses to supply information. Give at least two (2) names and telephone numbers and e-mail address per reference.

EMPLOYER (Name, tel no and

fax no)

CONSULTING ENGINEER

(Name, tel no and fax no)

NATURE OF WORK CARRIED OUT PREVIOUSLY

VALUE OF WORK

YEAR OF COMPLETION


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FORM 2.1.6 FINANCIAL ABILITY TO EXECUTE THE PROJECT Provide details on the surety you will provide if the bid is awarded to you

AMOUNT

Which of the following institutions will provide surety?

Bank registered in terms of the Bank Act 1990 (Act 94 of 1990):

_____________________________________________________________________

Insurance Company registered in terms of the Short Term Insurance Act 1998 (Act 53 of 1998):

_____________________________________________________________________

Cash:

_____________________________________________________________________


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FORM 2.1.7 AUTHORITY FOR SIGNATORY All signatories, including sole proprietors, shall confirm their authority by attaching to the last page of this bid a duly signed and dated original or certified copy of the relevant resolution of their members or their board of directors, as the case may be. An example for “COMPANIES / PARTNERSHIPS / CLOSE CORPORATIONS is shown below: "By resolution of the board of directors passed on 15 January 2006, Mr A. APPLE has been duly authorised to sign all documents in connection with the Bid for Contract number RTCW 10/2011 and any Contract, which may arise there from on behalf of the Bidding Entity, namely, “ABCD (PTY) LTD” SIGNED ON BEHALF OF THE BIDDING ENTITY: B.J. JONES IN HIS CAPACITY AS: DIRECTOR / PARTNER / MEMBER DATE: 15 January 2011 AUTHORISED PERSON’S SIGNATURE: A. APPLE AS WITNESS: 1. B. XABA An example for “JOINT VENTURES” IS shown below: We, the undersigned are submitting this bid offer in Joint Venture and hereby authorize Mr. B. BROOK, authorised signatory of the company “ABCD (PTY) LTD”, acting in the capacity of lead partner, to sign all documents in connection with the bid for Contract number RTCW 10/2011 and any contract resulting from it on our behalf.

NAME OF FIRM

ADDRESS

DULY AUTHORIZED SIGNATORY

(Lead partner, i.e. “ABCD (PTY) LTD”)

P.O. Box 111 Springs 1560

Signature:……………………………..……. Name:………………………........................ Designation:…………………………………

Name of 2nd

Company Address of 2nd

Company Signature:……………………………..……. Name:………………………........................ Designation:…………………………………

Name of 3rd

Company Address of 3rd

Company Signature:……………………………..……. Name:………………………........................ Designation:…………………………………

An example for “SOLE PROPRIETOR” is shown below: “I hereby certify that I’m the sole proprietor of the Bidding Entity, namely, “MACADOO” and therefore duly authorised to sign the bidding documents” SIGNATURE OF SOLE PROPRIETOR: B.J. JONES IN HIS CAPACITY AS: SOLE PROPRIETOR DATE: 15 January 2011 AUTHORISED PERSON’S SIGNATURE: B.J. JONES AS WITNESS: 1. B. XABA


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FORM 2.1.8 SCHEDULE OF PROPOSED SUBCONTRACTORS Provide details on all sub-contractors you intend utilising for this contract

Type of work to be used for

a % of contract

Name of sub-contractor

b % HDI owner-

ship

c = a x b Total

contribution to HDI ownership

Total % of contract sub-contracted

Total contribution of HDI ownership:


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FORM 2.1.9 FINANCIAL REFERENCES Financial statements I/We agree, if required, to furnish an audited copy of the latest set of financial statements together with my/our Directors’ and Auditors’ report. Details of bidding entity’s bank If the bidder is a Joint Venture or partnership, the information requested below is required for each member / partner. I/We hereby authorise the Employer/Engineer to approach all or any of the following banks for the purposes of obtaining a financial reference:

DESCRIPTION OF BANK DETAIL

BANK DETAILS APPLICABLE TO BIDDER

Name of bank

Contact person

Branch name

Branch code

Street address

Postal address

Telephone number ( )

Fax number ( )

Account number

Type of account, (i.e. cheque account)

BIDDER’S TAX DETAILS Bidder’s VAT vendor registration number: ........................................................................................... Bidder’s SARS tax reference number: .................................................................................................


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DESCRIPTION OF BANK DETAIL

BANK DETAILS APPLICABLE TO BIDDER

Name of bank

Contact person

Branch name

Branch code

Street address

Postal address

Telephone number ( )

Fax number ( )

Account number

Type of account, (i.e. cheque account)

BIDDER’S TAX DETAILS Bidder’s VAT vendor registration number: ........................................................................................... Bidder’s SARS tax reference number:


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FORM 2.1.10 DETAILS OF ALTERNATIVE BIDS SUBMITTED See condition of bid.

DESCRIPTION

FORM 2.1.11 AMENDMENTS AND QUALIFICATIONS BY BIDDER N/A


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COMPULSORY SITE INSPECTIONS / INFORMATION / CLARIFICATION MEETINGS Where Compulsory Site Inspections and Compulsory Information, Briefing or Clarification Meetings are to be held, it shall be subject to the following conditions: 1. Necessity for Compulsory Site Inspection and Compulsory Information / Briefing / Clarification

Meetings Compulsory Inspections / Meetings must only be held where the nature of the contract is such that it requires either an inspection of a site or a briefing session. The Bid Specification Committee should indicate to the Bid Office that such a compulsory inspection or briefing is regarded as a necessity.

2. Attendance Register An attendance register of potential bidders and the firms they represent shall be kept and signed by attendees. A copy of such Attendance Register shall immediately, after the inspection/briefing be sent to the Bid Office.

3. Confirmation Notes of Inspection/Briefing Sessions Confirmation Notes of the Compulsory Inspection or Briefing Session shall be held by or on behalf of the contact person of the Department for whom the Bid is being advertised. A copy of the notes shall be sent to each firm that was represented at the inspection/meeting as soon as possible after the inspection or meeting and before the closing date of the bid. A copy of the notes shall also be sent to the Bid Office. The relevant Department will ensure that the notes are submitted to the Bid Evaluation Committee and to the Bid Adjudication Committee.

4. Bid Documents The bid documentation shall clearly state that where the inspection of a site or the attendance of a briefing session is compulsory, non-attendance thereof will lead to the disqualification of the bidder in question. The bid documentation shall further clearly state that if bid documents are obtained after the compulsory briefing session or site inspection, it will only be made available to firms that were represented at the meeting. The mere fact that a firm that was not represented at a compulsory site inspection/meeting, but nevertheless submitted to the Employer a set of bidding documents, should not be construed as creating any expectations that a bid will be considered by the Employer.


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FORM 2.2.1 CERTIFICATE OF BIDDER'S ATTENDANCE AT THE COMPULSORY BRIEFING SESSION This is to certify that I, (NAME IN PRINT) .......................................................................................... , representative of (Bidder) .................................................................................................................... .............................................................................................................................................................. of (address) .......................................................................................................................................... .............................................................................................................................................................. .............................................................................................................................................................. Telephone number ............................................................................................................................... Fax number .......................................................................................................................................... attended the briefing session on (date) ............................................................................................... in the company of (Engineer/Engineer's Representative) ................................................................... SIGNATURE OF BIDDER'S REPRESENTATIVE: ..............................................................................


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FORM 2.2.2 TAX CLEARANCE CERTIFICATE REQUIREMENTS (SBD2)

It is a condition of bid that the taxes of the successful bidder must be in order, or that satisfactory arrangements have been made with South African Revenue Service (SARS) to meet the bidder’s tax obligations. 1 In order to meet this requirement bidders are required to complete in full the attached form TCC 001

“Application for a Tax Clearance Certificate” and submit it to any SARS branch office nationally. The Tax Clearance Certificate Requirements are also applicable to foreign bidders / individuals who wish to submit bids.

2 SARS will then furnish the bidder with a Tax Clearance Certificate that will be valid for a period of 1 (one) year from the date of approval.

3 The original Tax Clearance Certificate must be submitted together with the bid. Failure to submit the original and valid Tax Clearance Certificate will result in the invalidation of the bid. Certified copies of the Tax Clearance Certificate will not be acceptable.

4 In bids where Consortia / Joint Ventures / Sub-contractors are involved, each party must submit a separate Tax Clearance Certificate.

5 Copies of the TCC 001 “Application for a Tax Clearance Certificate” form are available from any SARS branch office nationally or on the website www.sars.gov.za.

6 Applications for the Tax Clearance Certificates may also be made via eFiling. In order to use this provision, taxpayers will need to register with SARS as eFilers through the website www.sars.gov.za. An original tax clearance certificate or copy thereof, obtained from SARS to be submitted with bid documents.


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FORM 2.2.3 CERTIFICATE OF INDEPENDENT BID DETERMINATION (SBD9) 1. This Standard Bidding Document (SBD) must form part of all bids¹ invited. 2. Section 4 (1) (b) (iii) of the Competition Act No. 89 of 1998, as amended, prohibits an agreement between,

or concerted practice by, firms, or a decision by an association of firms, if it is between parties in a horizontal relationship and if it involves collusive bidding (or bid rigging).² Collusive bidding is a pe se prohibition meaning that it cannot be justified under any grounds.

3. Treasury Regulation 16A9 prescribes that accounting officers and accounting authorities must take all reasonable steps to prevent abuse of the supply chain management system and authorizes accounting officers and accounting authorities to:

a. disregard the bid of any bidder if that bidder, or any of its directors have abused the institution’s supply chain management system and or committed fraud or any other improper conduct in relation to such system.

b. cancel a contract awarded to a supplier of goods and services if the supplier committed any corrupt or fraudulent act during the bidding process or the execution of that contract.

4. This SBD serves as a certificate of declaration that would be used by institutions to ensure that, when bids are considered, reasonable steps are taken to prevent any form of bid-rigging.

5. In order to give effect to the above, the attached Certificate of Bid Determination (SBD 9) must be completed and submitted with the bid:

¹ Includes price quotations, advertised competitive bids, limited bids and proposals. ² Bid rigging (or collusive bidding) occurs when businesses, that would otherwise be expected to compete, secretly conspire to raise prices or lower the quality of goods and / or services for purchasers who wish to acquire goods and / or services through a bidding process. Bid rigging is, therefore, an agreement between competitors not to compete.


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I, the undersigned, in submitting the accompanying bid: ________________________________________________________________________ (Bid Number and Description) in response to the invitation for the bid made by: SOUTH AFRICAN NATIONAL PARKS do hereby make the following statements that I certify to be true and complete in every respect: I certify, on behalf of:_______________________________________________________that:

(Name of Bidder) 1. I have read and I understand the contents of this Certificate; 2. I understand that the accompanying bid will be disqualified if this Certificate is found not to be true and

complete in every respect; 3. I am authorized by the bidder to sign this Certificate, and to submit the accompanying bid, on behalf of the

bidder; 4. Each person whose signature appears on the accompanying bid has been authorized by the bidder to

determine the terms of, and to sign the bid, on behalf of the bidder; 5. For the purposes of this Certificate and the accompanying bid, I understand that the word “competitor”

shall include any individual or organization, other than the bidder, whether or not affiliated with the bidder, who: (a) has been requested to submit a bid in response to this bid invitation; (b) could potentially submit a bid in response to this bid invitation, based on their qualifications, abilities

or experience; and (c) provides the same goods and services as the bidder and/or is in the same line of business as the

bidder 6. The bidder has arrived at the accompanying bid independently from, and without consultation,

communication, agreement or arrangement with any competitor. However communication between partners in a joint venture or consortium³ will not be construed as collusive bidding.

7. In particular, without limiting the generality of paragraphs 6 above, there has been no consultation, communication, agreement or arrangement with any competitor regarding: (a) prices; (b) geographical area where product or service will be rendered (market allocation) (c) methods, factors or formulas used to calculate prices; (d) the intention or decision to submit or not to submit, a bid; (e) the submission of a bid which does not meet the specifications and conditions of the bid; or (f) bidding with the intention not to win the bid.

8. In addition, there have been no consultations, communications, agreements or arrangements with any competitor regarding the quality, quantity, specifications and conditions or delivery particulars of the products or services to which this bid invitation relates.

9. The terms of the accompanying bid have not been, and will not be, disclosed by the bidder, directly or indirectly, to any competitor, prior to the date and time of the official bid opening or of the awarding of the contract.

10. I am aware that, in addition and without prejudice to any other remedy provided to combat any restrictive practices related to bids and contracts, bids that are suspicious will be reported to the Competition Commission for investigation and possible imposition of administrative penalties in terms of section 59 of the Competition Act No 89 of 1998 and or may be reported to the National Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting business with the public sector for a period not exceeding ten (10) years in terms of the Prevention and Combating of Corrupt Activities Act No 12 of 2004 or any other applicable legislation.

³ Joint venture or Consortium means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract.

………………………………………………… ………………………………… Signature Date …………………………………………………. ………………………………… Position Name of Bidder


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FORM 2.2.4 DECLARATION OF INTEREST (SBD4) 1. Any legal person, including persons employed by the state¹, or persons having a kinship with persons

employed by the state, including a blood relationship, may make an offer or offers in terms of this invitation to bid (includes a price quotation, advertised competitive bid, limited bid or proposal). In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the state, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her position in relation to the evaluating/adjudicating authority where- - the bidder is employed by the state; and/or - the legal person on whose behalf the bidding document is signed, has a relationship with persons/a

person who are/is involved in the evaluation and or adjudication of the bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and or adjudication of the bid.

2. In order to give effect to the above, the following questionnaire must be completed and submitted with the bid.

2.1 Full Name of bidder or his or her representative: ________________________________________ 2.2 Identity Number: _________________________________________________________________ 2.3 Position occupied in the Company (director, trustee, shareholder²): _________________________ 2.4 Company Registration Number:_____________________________________________________ 2.5 Tax Reference Number:___________________________________________________________ 2.6 VAT Registration Number: _________________________________________________________ 2.6.1 The names of all directors / trustees / shareholders / members, their individual identity numbers, tax

reference numbers and, if applicable, employee / persal numbers must be indicated in paragraph 3 below.

¹“State” means – (a) any national or provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act No. 1 of 1999); (b) any municipality or municipal entity; (c) provincial legislature; (d) national Assembly or the national Council of provinces; or (e) Parliament. ²”Shareholder” means a person who owns shares in the company and is actively involved in the management of the enterprise or business and exercises control over the enterprise.


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2.7 Are you or any person connected with the bidder YES / NO presently employed by the state?

2.7.1 If so, furnish the following particulars:

Name of person / director / trustee / shareholder/ member: ……....……………………………… Name of state institution at which you or the person connected to the bidder is employed : ……………………………………… Position occupied in the state institution: ……………………………………… Any other particulars: ……………………………………………………………… ……………………………………………………………… ………………………………………………………………

2.7.2 If you are presently employed by the state, did you obtain YES / NO

the appropriate authority to undertake remunerative work outside employment in the public sector?

2.7.2.1 If yes, did you attached proof of such authority to the bid YES / NO

document? (Note: Failure to submit proof of such authority, where applicable, may result in the disqualification of the bid.

2.7.2.2 If no, furnish reasons for non-submission of such proof:

……………………………………………………………………. ……………………………………………………………………. …………………………………………………………………….

2.8 Did you or your spouse, or any of the company’s directors / YES / NO trustees / shareholders / members or their spouses conduct business with the state in the previous twelve months?

2.8.1 If so, furnish particulars:

………………………………………………………………….. ………………………………………………………………….. …………………………………………………………………...

2.9 Do you, or any person connected with the bidder, have YES / NO

any relationship (family, friend, other) with a person employed by the state and who may be involved with the evaluation and or adjudication of this bid?

2.9.1 If so, furnish particulars.

……………………………………………………………... …………………………………………………………..…. ……………………………………………………………

2.10 Are you, or any person connected with the bidder, YES/NO

aware of any relationship (family, friend, other) between any other bidder and any person employed by the state who may be involved with the evaluation and or adjudication of this bid?

2.10.1 If so, furnish particulars.

……………………………………………………………… ……………………………………………………………… ………………………………………………………………


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2.11 Do you or any of the directors / trustees / shareholders / members YES/NO of the company have any interest in any other related companies whether or not they are bidding for this contract?


……………………………………………………………………………. ……………………………………………………………………………. …………………………………………………………………………….

3. Full details of directors / trustees / members / shareholders:

Full Name Identity Number Personal Tax Reference Number

State Employee Number / Persal Number

4 DECLARATION I, the undersigned (name)……………………………………………………………………… Certify that the information furnished in paragraphs 2 and 3 above is correct. I accept that the state may reject the bid or act against me in terms of paragraph 23 of the general conditions of contract should this declaration prove to be false. ………………………………….. ..…………………………………………… Signature Date …………………………………. ……………………………………………… Position Name of bidder


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FORM 2.2.5 DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES (SBD8)

1. This Standard Bidding Document must form part of all bids invited. 2. It serves as a declaration to be used by institutions in ensuring that when goods and services are being

procured, all reasonable steps are taken to combat the abuse of the supply chain management system. 3. The bid of any bidder may be disregarded if that bidder, or any of its directors have-

a. abused the institution’s supply chain management system;

b. committed fraud or any other improper conduct in relation to such system; or

c. failed to perform on any previous contract. 4. In order to give effect to the above, the following questionnaire must be completed and submitted

with the bid.

Item Question Yes No

4.1 Is the bidder or any of its directors listed on the National Treasury’s database as companies or persons prohibited from doing business with the public sector? (Companies or persons who are listed on this database were informed in writing of this restriction by the National Treasury after the audi alteram partem rule was applied).

Yes No


4.2 Is the bidder or any of its directors listed on the Register for Tender Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004)? To access this Register enter the National Treasury’s website, www.treasury.gov.za, click on the icon “Register for Tender Defaulters” or submit your written request for a hard copy of the Register to facsimile number (012) 3265445.

Yes No


4.3 Was the bidder or any of its directors convicted by a court of law (including a court outside of the Republic of South Africa) for fraud or corruption during the past five years?

Yes No


4.4 Was any contract between the bidder and any organ of state terminated during the past five years on account of failure to perform on or comply with the contract?

Yes No



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CERTIFICATION

I, THE UNDERSIGNED (FULL NAME)…………………………………………………

CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM IS TRUE AND CORRECT.

I ACCEPT THAT, IN ADDITION TO CANCELLATION OF A CONTRACT, ACTION MAY BE TAKEN AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.

………………………………………... ………………………….. Signature Date ………………………………………. ………………………….. Position Name of Bidder


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FORM 2.3.1 FORM CONCERNING FULFILMENT OF THE CONSTRUCTION REGULATIONS, 2003

In terms of regulation 4(3) of the Construction Regulations, 2003 (hereinafter referred to as the Regulations), promulgated on 18 July 2003 in terms of Section 43 of the Occupational Health and Safety Act, 1993 (Act No 85 of 1993) the Employer shall not appoint a contractor to perform construction work unless the Contractor can satisfy the Employer that his/her firm has the necessary competencies and resources to carry out the work safely and has allowed adequately in his/her bid for the due fulfilment of all the applicable requirements of the Act and the Regulations. 1 I confirm that I am fully conversant with the Regulations and that my company has (or will acquire/procure)

the necessary competencies and resources to timeously, safely and successfully comply with all of the requirements of the Regulations. (Tick)

2 Proposed approach to achieve compliance with the Regulations (Tick)

Own resources, competent in terms of the Regulations (refer to 3 below)

Own resources, still to be hired and/or trained (until competency is achieved)

Specialist subcontract resources (competent) - specify: ......................................................................................................................... ......................................................................................................................... ......................................................................................................................... ......................................................................................................................... ......................................................................................................................... .........................................................................................................................

3 Provide details of proposed key persons, competent in terms of the Regulations, who will form part of the

Contract team as specified in the Regulations (CVs to be attached): .................................................................................................................................................... .................................................................................................................................................... .................................................................................................................................................... 4 Provide details of proposed training (if any) that will be undergone: .................................................................................................................................................... .................................................................................................................................................... ....................................................................................................................................................

.................................................................................................................................................... 5 Potential key risks identified and measures for addressing risks: .................................................................................................................................................... .................................................................................................................................................... .................................................................................................................................................... ....................................................................................................................................................

YES

NO


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6 I have fully included in my bid rates and prices (in the appropriate payment items provided in the Schedule of Quantities) for all resources, actions, training and any other costs required for the due fulfilment of the Regulations for the duration of the construction and defects repair period. (Tick)

SIGNATURE OF PERSON(S) AUTHORISED TO SIGN THIS BID: 1 ............................................................. ID NO: ............................................................ 2 ............................................................. ID NO: ............................................................

YES

NO


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FORM 2.3.2 RECORD OF ADDENDA TO BID DOCUMENTS We confirm that the following communications received from the Procuring Department before the submission of this bid offer, amending the bid documents, have been taken into account in this bid offer:

Date Title or Details

1

2

3

4

5

6

7

8

9

10

Attach additional pages if more space is required. …………………………………………………………… …………………………………………… Signature of Authorized person: Date: …………………………………………………………… …………………………………………… Name: Position:


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FORM 2.3.3 CONDITIONS PERTAINING TO TARGETED PROCUREMENT

The conditions shall be according to SANParks’ Supply Chain Management Policy and Strategy terms.


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FORM 2.3.4 GENERAL INFORMATION 1. Name of biding entity:

2. Contact details Contact name and number:

Address of bidding entity:

Postal code:

Tel no: ( ) Fax no: ( )

E-mail address:

3. Legal entity: Mark with an X.

Sole proprietor

Partnership

Close corporation

Company (Pty) Ltd

Joint venture

In the case of a Joint venture, provide details on joint venture members:

Joint venture member Type of entity (as defined above)

4. Income tax reference number: ____________________________________

(In the case of a joint venture, provide for all joint venture members) 5. VAT registration number: _______________________________________________

(In the case of a joint venture, provide for all joint venture members) 6. Company or closed corporation registration number: _________________________

(In the case of a joint venture, provide for all joint venture members) 7. Details of proprietor, partners, closed corporation members, or company directors, indicating technical

qualifications where applicable (Form on the next page). 8. For joint ventures the following must be attached:

Written authority of each JV partner, for authorized signatory.

The joint venture agreement.

The major partner to satisfy at least 40 percent of the turnover and credit amount criteria, and each other partner at least 25 percent of the criteria.


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Signature of authorized person : ……………………………………………………… Date : ………………………………………………………

Details of proprietor, partners, closed corporation members or company directors

Name and Identity Number Relevant qualifications and experience Years of relevant experience


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FORM 2.3.5 PREFERENCE POINTS CLAIM FORM (SBD6.1) 1. GENERAL CONDITIONS 1.1 The following preference point systems are applicable to all bids:

- the 80/20 system for requirements with a Rand value of up to R1 000 000; and - the 90/10 system for requirements with a Rand value above R1 000 000.

1.2 The value of this bid is estimated to exceed/not exceed R1 000 000 and therefore the 90/10 system shall

be applicable. 1.3 Preference points for this bid shall be awarded for:

(a) Price; and (b) Specific contract participation goals, as specified in the attached forms.

1.3.1 The points for this bid are allocated as follows:

POINTS

1.3.1.1 PRICE …90…… 1.3.1.2 SPECIFIC CONTRACT PARTICIPATION GOALS

(a) Historically Disadvantaged Individuals: (i) who had no franchise in national elections before the 1983 and 1993 Constitutions …4…. (ii) who is a female …3…. (iii) who has a disability …1…. (b) Other specific goals (goals of the RDP- plus local manufacture)

(i) Locality (situated in the Mpumalanga region) …2…. (ii) ……. (iii) ……. Total points for Price, HDIs and other RDP- goals must not exceed 100 Separate Preference Points Claim Forms will be used for the promotion of the specific goals for which points have been allocated in paragraph 1.3.1.2 (b) above.

1.4 Failure on the part of a bidder to fill in and/or to sign this form may be interpreted to mean that

preference points are not claimed. 1.5. The purchaser reserves the right to require of a bidder, either before a bid is adjudicated or at any time

subsequently, to substantiate any claim in regard to preferences, in any manner required by the purchaser.

2. GENERAL DEFINITIONS 2.1 “Acceptable bid” means any bid which, in all respects, complies with the specifications and conditions

of bid as set out in the bid document. 2.2 “Bid” means a written offer in a prescribed or stipulated form in response to an invitation by an organ of

state for the provision of goods, works or services.


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2.3 “Comparative price” means the price after the factors of a non-firm price and all unconditional discounts that can be utilised have been taken into consideration.

2.4 “Consortium or joint venture” means an association of persons for the purpose of combining their

expertise, property, capital, efforts, skills and knowledge in an activity for the execution of a contract. 2.5 “Contract” means the agreement that results from the acceptance of a bid by an organ of state. 2.6 “Specific contract participation goals” means the goals as stipulated in the Preferential Procurement

Regulations 2001. 2.6.1 In addition to above-mentioned goals, the Regulations [12.(1)] also make provision for organs of state to

give particular consideration to procuring locally manufactured products. 2.7 “Control” means the possession and exercise of legal authority and power to manage the assets,

goodwill and daily operations of a business and the active and continuous exercise of appropriate managerial authority and power in determining the policies and directing the operations of the business.

2.8 “Disability” means, in respect of a person, a permanent impairment of a physical, intellectual, or

sensory function, which results in restricted, or lack of, ability to perform an activity in the manner, or within the range, considered normal for a human being.

2.9 “Equity Ownership” means the percentage ownership and control, exercised by individuals within an

enterprise. 2.10 “Historically Disadvantaged Individual (HDI)” means a South African citizen

(1) who, due to the apartheid policy that had been in place, had no franchise in national elections prior

to the introduction of the Constitution of the Republic of South Africa, 1983 (Act No 110 of 1983) or the Constitution of the Republic of South Africa, 1993, (Act No 200 of 1993) (“the interim Constitution); and/or

(2) who is a female; and/or

(3) who has a disability:

provided that a person who obtained South African citizenship on or after the coming to effect of the Interim Constitution, is deemed not to be a HDI;

2.11 “Management” means an activity inclusive of control and performed on a daily basis, by any person who

is a principal executive officer of the company, by whatever name that person may be designated, and whether or not that person is a director.

2.12 “Owned” means having all the customary elements of ownership, including the right of decision-making

and sharing all the risks and profits commensurate with the degree of ownership interests as demonstrated by an examination of the substance, rather than the form of ownership arrangements.

2.13 “Person” includes reference to a juristic person. 2.14 “Rand value” means the total estimated value of a contract in Rand denomination that is calculated at

the time of bid invitations and includes all applicable taxes and excise duties. 2.15 “Small, Medium and Micro Enterprises (SMMEs) bears the same meaning assigned to this expression

in the National Small Business Act, 1996 (No 102 of 1996). 2.16 “Sub-contracting” means the primary contractor’s assigning or leasing or making out work to, or

employing another person to support such primary contractor in the execution of part of a project in terms of the contract.

2.17 “Trust” means the arrangement through which the property of one person is made over or bequeathed

to a trustee to administer such property for the benefit of another person.


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2.18 “Trustee” means any person, including the founder of a trust, to whom property is bequeathed in order for such property to be administered for the benefit of another person.

3. ESTABLISHMENT OF HDI EQUITY OWNERSHIP IN AN ENTERPRISE 3.1 Equity ownership shall be equated to the percentage of an enterprise which is owned by individuals

classified as HDIs, or in the case of a company, the percentage shares that are owned by individuals classified as HDIs, who are actively involved in the management and daily business operations of the enterprise and exercise control over the enterprise, commensurate with their degree of ownership.

3.2 Where individuals are not actively involved in the management and daily business operations and do not

exercise control over the enterprise commensurate with their degree of ownership, equity ownership may not be claimed.

4. ADJUDICATION USING A POINT SYSTEM a. A two-envelope system shall be used to evaluate this bid. 4.2 The bidder must score a minimum score of 85% for the technical proposal to be considered for the

financial proposal. 4.3 The bidder obtaining the highest number of points for the financial proposal will be awarded the contract. 4.4 Preference points shall be calculated after prices have been brought to a comparative basis. 4.5 Points scored will be rounded off to 2 decimal places. 4.6 In the event of equal points scored, the bid will be awarded to the bidder scoring the highest number of

points for specified goals.

5. POINTS AWARDED FOR PRICE 5.1 THE 80/20 OR 90/10 PREFERENCE POINT SYSTEMS A maximum of 80 or 90 points is allocated for price on the following basis: 80/20 or 90/10

min

min180

P

PPtPs or

min

min190

P

PPtPs

Where Ps = Points scored for price of bid under consideration Pt = Rand value of bid under consideration Pmin = Rand value of lowest acceptable bid 6. Points awarded for historically disadvantaged individuals 6.1 In terms of Regulation 13 (2) preference points for HDI’s are calculated on their percentage shareholding

in a business, provided that they are actively involved in and exercise control over the enterprise. The following formula is prescribed in Regulation 13 (5) (c):


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100

EPNOPNEP

Where NEP = Points awarded for equity ownership by an HDI NOP = The maximum number of points awarded for equity ownership by an HDI in that specific category

EP = The percentage of equity ownership by an HDI within the enterprise or business, determined in

accordance with the definition of HDI’s. 6.2 Equity claims for a trust will only be allowed in respect of those persons who are both trustees and

beneficiaries and who are actively involved in the management of the trust. 6.3 Documentation to substantiate the validity of the credentials of the trustees contemplated above must be

submitted. 6.4 Listed companies and tertiary institutions do not qualify for HDI preference points. 6.5 A consortium or joint venture may, based on the percentage of the contract value managed or executed

by their HDI-members, be entitled to preference points in respect of an HDI. 6.6 A person awarded a contract as a result of preference for contracting with, or providing equity ownership

to an HDI, may not subcontract more than 25% of the value of the contract to a person who is not an HDI or does not qualify for the same number or more preference for equity ownership.

7. BID DECLARATION 7.1 Bidders who claim points in respect of equity ownership must complete the Bid Declaration at the end of

this form. 8. EQUITY OWNERSHIP CLAIMED IN TERMS OF PARAGRAPH 2.10 ABOVE. POINTS TO BE

CALCULATED FROM INFORMATION FURNISHED IN PARAGRAPH 9.8. Ownership Percentage owned Points claimed 8.1 Equity ownership by persons who had no franchise in the national elections % ………………… 8.2 Equity ownership by women % ………………. 8.3 Equity ownership by disabled persons* % …………………

*If points are claimed for disabled persons, indicate nature of impairment (see paragraph 2.8 above) …………………………………………………………………………………………………………………….

9 DECLARATION WITH REGARD TO EQUITY 9.1 Name of firm : ............................................................................................ 9.2 VAT registration number : ............................................................................................ 9.3 Company registration number :…………………………………………………………………….


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9.4 TYPE OF FIRM

Partnership

One person business/sole trader

Close corporation

Company

(Pty) Limited [TICK APPLICABLE BOX] 9.5 DESCRIBE PRINCIPAL BUSINESS ACTIVITIES ………….. .................................................................................................................................................. ………………............................................................................................................................................. …………….. .............................................................................................................................................. 9.6 COMPANY CLASSIFICATION

Manufacturer

Supplier

Professional service provider

Other service providers, e.g. transporter, etc. [TICK APPLICABLE BOX] 9.7 TOTAL NUMBER OF YEARS THE FIRM HAS BEEN IN BUSINESS? …………………………………… 9.8 List all Shareholders by Name, Position, Identity Number, Citizenship, HDI status and ownership,

as relevant. Information to be used to calculate the points claimed in paragraph 8.

Name Date/Position occupied in Enterprise

ID Number Date RSA Citizenship obtained

* HDI Status % of

business / enterprise

owned

No franchise prior to

elections

Women

Disabled

*Indicate YES or NO 9.9 Consortium / Joint Venture 9.9.1 In the event that preference points are claimed for HDI members by consortia / joint ventures, the

following information must be furnished in order to be entitled to the points claimed in respect of the HDI member:


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Name of HDI member (to be consistent with paragraph 9.8)

Percentage (%) of the contract value managed or executed by the HDI member

9.10 I/we, the undersigned, who warrants that he/she is duly authorised to do so on behalf of the firm

certify that points claimed, based on the equity ownership, indicated in paragraph 8 of the foregoing certificate, qualifies the firm for the preference(s) shown and I / we acknowledge that:

(i) The information furnished is true and correct. (ii) The Equity ownership claimed is in accordance with the General Conditions as indicated

in paragraph 1 of this form. (iii) In the event of a contract being awarded as a result of points claimed as shown in

paragraph 8, the contractor may be required to furnish documentary proof to the satisfaction of the purchaser that the claims are correct.

(iv) If the claims are found to be incorrect, the purchaser may, in addition to any other

remedy it may have - (a) recover costs, losses or damages it has incurred or suffered as a result of that

person’s conduct; (b) cancel the contract and claim any damages which it has suffered as a result of

having to make less favourable arrangements due to such cancellation;

(c) impose a financial penalty more severe than the theoretical financial preference associated with the claim which was made in the bid; and

WITNESSES:

1. ……………………………………… …………………………………… SIGNATURE(S) OF BIDDER(S) 2. ……………………………………… DATE:……………………………….. ADDRESS:………………………….. ….……………………………………. ………………………………………. …………….…………………………


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FORM 2.3.6 TECHNICAL PROPOSAL Bidder shall include a technical proposal for the completion of the project, including detailed product information, methods of installation and implementation, protocols to be used etc. FORM 2.3.7 PRICE ADJUSTMENT DUE TO INFLATION The Contract shall be subject to price adjustments due to inflation. This information shall be included in the Request for Proposals. FORM 2.3.8 RATE OF EXCHANGE VARIATIONS The Contract shall be subject to variations in the exchange rates. This information shall be included in the Request for Proposals.


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PART C1 AGREEMENT AND CONTRACT DATA CONTENTS PAGE(S) C1.1 FORM OF OFFER 41 C1.2 CONTRACT DATA 42


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C1.1 FORM OF OFFER The Bidder, identified in the Offer signature block below, has examined the documents listed in the Bid Data and addenda thereto as listed in the Bid Schedules, and by submitting this Offer has accepted the Conditions of Bid. By the representative of the Bidder, deemed to be duly authorised, signing this Form of Offer, the Bidder offers to perform all of the obligations and liabilities of the Contractor under the Contract including compliance with all its terms and conditions according to their true intent and meaning for an amount to be determined in accordance with the Conditions of Contract identified in the Contract Data. The technical proposal in FORM 2.3.6 shall form part of the Form of Offer.

THE OFFERED PRICES EXCLUSIVE OF VALUE ADDED TAX IS:

Location Supply Rate

(Excl. VAT) Install Rate (Excl.

VAT) Total for camp

(Excl. VAT)

Letaba (including central server and all associated hardware and software)

Lower Sabie (including central server and all associated hardware and software)

Olifants (including central server and all associated hardware and software)

Satara (including central server and all associated hardware and software)

Skukuza (including central server and all associated hardware and software)

Total

Item Supply Rate p/m

(Excl. VAT) Install Rate p/m

(Excl. VAT) Total p/m (Excl.

VAT)

Cable (Bidder to furnish cable specification and installation location with FORM 2.3.6

FOR THE BIDDER: Signature(s) ____________________________ _____________________________ Name(s) ____________________________ _____________________________ Capacity ____________________________ _____________________________ ___________________________________________________________ (Name and address of organisation) Name and signature of Witness____________________________ Date ________________________


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C1.2 CONTRACT DATA

The Conditions of Contract are the JBCC Series 2000 Edition 5.0 July 2007, published by the Joint Building Contracts Committee. Copies of these documents may be obtained from the Association of South African Quantity Surveyors (011 315 4140), the Master Builders Association (011 205 9000), Consulting Engineers of South Africa (011 463 2022) or the South African Institute of Architects (011 486 0684).

Each item of data given below is cross-referenced to the clause in the Conditions of Contract to which it mainly applies.

Part 1: Data provided by the Employer

Clause Data

1.1

1.2

The Employer is.

Name: South African National Parks (SANParks)

The address of the Employer is:

Address (physical): 643 Leyds Street, Muckleneuk, Pretoria

Address (postal): PO Box 787, Pretoria, 0001

Telephone: 012 426 5000 Facsimile:

e-mail:

VAT registration number: TBC

1.1 The works comprise the supply, installation, implementation and commissioning of an energy and

load management system inside the Kruger National Park for a period of five (5) years.

1.1 The site is the Kruger National Park in the Republic of South Africa

1.1 The contract documents are listed in Form of Offer

1.1 The contract sum is the offered total of prices per unit exclusive of VAT as stated in the Form of Offer

1.7 The governing law is the law of South Africa

Existing premises will not be occupied where work will be executed

2.3,

13.9

The security will be in the form of retention.


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2.6,

7.1.1

Waver of the contractor’s lien or right on continuing possession

3.4.2 Contract works insurance is to be effected by the Contractor for the sum of not less than the contract

sum with a deductible in an amount that the Contractor deems appropriate.

5.1.3 Possession of the site is to be given within ten working days after the contractor receives one fully

completed original copy of the Form of Offer and Acceptance, including the schedule of

deviations.

5.1 -

5.6

The provision of temporary services is not required.

5.1.7 The interim payment certificate is to be issued by the 15th day of the month

5.2.1 The type of work and extent of work to be undertaken by direct contractors is as stated in Part C3: Scope of Work.

7.1.2 The period for the commencement of the works after the contractor takes possession of the site is ten

working days

18.1.3 The dissatisfied party is to refer the dispute to arbitration.

The variations to the General Conditions of Contract are:

Replace the following definitions in DEFINITIONS AND INTERPRETATIONS with the following wording:

AGREEMENT means the agreement arising from the signing of the Form of Offer and Acceptance by

the parties.

CONTRACT SUM means the total of prices in the Form of Offer and Acceptance.

Add the following definition in DEFINITIONS AND INTERPRETATIONS with the following wording:

ADJUDICATOR: The person appointed by the parties to decide any dispute arising out of this

agreement

Delete “in terms of the JBCC Payment Certificate” in the definition for Payment Certificate

Delete clause 1.6.4

Replace clause 2.1 with the following:

2.1 The contractor shall as required in the contract data: 2.1.1 provide a construction guarantee; or 2.1.2 accept retention as the security to be provided.

Replace 18.1 with the following:


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18.1.1 Should any disagreement between arise between the employer or his principal agent on the

one hand and the contractor on the other arising out of or in connection with this agreement or its

termination, either party may give notice to the other to resolve such agreement.

18.1.2 Where such disagreement is not resolved within ten (10) working days of receipt of such notice

it shall be deemed to be a dispute and shall be referred by the party which gave such notice to

adjudication, where the adjudication will be conducted in terms of the edition of the JBCC Rules

for Adjudication current at the time when the disputes was declared and the adjudicator .shall be

appointed in terms of the Rules.

18.1.3 The adjudicator’s decision shall be binding on the parties who shall give effect to it without delay

unless and until it is subsequently revised by either arbitration where the arbitrator is to be

appointed by the body whose rules shall apply or court proceedings as stated in the contract

data.

18.1.4 Should either party be dissatisfied with the decision given by the adjudicator, or should no

decision be given within the period set in the Rules, such party may give notice of dissatisfaction

to the other party and to the adjudicator within ten (10) working days of receipt of the decision or,

should no decision be given, within ten (10) working days of expiry of the date by which the

decision was required to be given the dissatisfied party shall refer the dispute to arbitration or

court of proceedings.


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Part 2: Data provided by the Contractor

Clause Data with reference to the JBCC Series 2000 Minor Work Agreement

1.1

1.2

The Contractor is.

Name: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

The address of the Contractor is:

Address (physical): . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Address (postal): . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Telephone: . . . . . . . . . . . . . . . . . . . . . . . . . . . . Facsimile: . . . . . . . . . . . . . . . . .

e-mail: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

The security provisions selected are: (delete that which does not apply)

2.2 Variable construction guarantee yes / no

2.3, 13.9 Retention yes / no

2.7 Advanced Payment is required yes in an amount of R ……………………

/ no

Clause

Data with reference to Clause 3.0 Payment and Adjustment of Preliminaries of the JBCC

Series 2000 Principal Building Agreement Contract Data – Contractor to Employer

3.1.1 and

3.2.3

Payment of preliminaries: Option A


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PART C2 PRICING DATA CONTENTS PAGE(S) C2.1 PRICING INSTRUCTIONS 47 C2.2 SCHEDULE OF QUANTITIES 48


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C2.1 PRICING INSTRUCTIONS 1 The Conditions of Contract, the Contract Data and the Specifications (including the Project Specifications) shall

be read in conjunction with the Schedule of Quantities. 2 All items in the Schedule shall be regarded as including the Contractor's profit and costs relating to general

liabilities and the construction of temporary and permanent works, including the transportation of materials and labour and the provision of all tools and equipment necessary for the proper and timeous execution of the works. Unless measured separately, the rate quoted for an item shall include the supply (if not supplied by the Employer) and the transportation and installation, testing and commissioning of the item as may be applicable.

Although the Bidder is at liberty to insert a rate of his own choosing for each item in the Schedule, he should note that the Contractor may be entitled to payment for additional work carried out involving items not appearing in the Schedule, and that the Employer will determine any new rate in fair and reasonable manner by reference to rates quoted for similar items in the Schedule and in accordance with the general pricing structure of the Schedule.

3 Descriptions in the Schedule of Quantities might be abbreviated and may differ from those in the Standard and/or Project Specifications. No consideration will be given to any claim by the Contractor submitted on such a basis. In the case of any discrepancy in description the requirement of the appropriate Standard or Project Specification as the case may be, shall prevail.

4 Unless stated to the contrary, items are measured net without any allowance having been made for waste. The

rates shall accordingly make allowance for waste. 5 The rates to be inserted in the Schedule of Quantities shall be the full inclusive amounts to the Employer for

the work described under the several items. Such amounts shall cover all the costs and expenses that may be required in and for the construction of the work described, and shall cover the costs of all general risks, profits, taxes (but excluding value-added tax), liabilities and obligations set forth or implied in the documents on which the Bid is based.

6 The quantities set out in the Schedule of Quantities are only approximate and/or provisional quantities. The

final quantities will be confirmed upon appointment of the successful Contractor. 7 An amount or rate shall be entered against each item in the Form of Offer. This amount shall include for the

supply of all hardware, software, implementation, testing and commissioning but excluding cable supply and installation.

8 The quantities of work as measured and accepted and certified for payment in accordance with the

Conditions of Contract, and not the quantities stated in the Schedule of Quantities, will be used to determine payments to the Contractor. The validity of the Contract shall in no way be affected by differences between the quantities in the Schedule of Quantities and the quantities certified for payment.

9 For the purposes of this Schedule of Quantities, the following words shall have the meanings hereby

assigned to them: Unit : The unit of measurement for each item of work as stated in the Schedule of prices Quantity : The number of units of work for each item Rate : The payment per unit of work at which the Bidder bids to do the work Amount : The quantity of an item multiplied by the bid rate of the (same) item Sum : An amount bid for an item, the extent of which is described in the Bill of Quantities, the

Specifications or elsewhere, but of which the quantity of work is not measured in units


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C2.2 SCHEDULE OF QUANTITIES THE SUPPLY, DELIVERY, INSTALLATION AND IMPLEMENTATION OF AN ENERGY AND LOAD MANAGEMENT SYSTEM IN THE KRUGER NATIONAL PARK A complete Schedule of Quantities will be furnished by the Bidder as part of the returnable documents. The camps where systems shall be implemented are Olifants, Letaba, Lower Sabie, Satara and Skukuza. The Bidder should note that should the implementation be successful and the benefits prove to be fruitful, the project might extend to all the camps inside the Kruger National Park. The number of accommodation units at the camps is indicated in the table below:

Camp Tourist Units Ablutions Kitchens & Laundries

Staff Houses Living Quarters

Letaba 131 5 9 30 10 (TBC)

Lower Sabie 131 4 8 15 10 (TBC)

Olifants 112 1 7 10 10 (TBC)

Satara 179 3 10 20 10 (TBC)

Skukuza 238 2 8 350 10 (TBC)

The bidder shall include all costs for the implementation of the system in the Form of Offer. These costs shall include all hardware cost, installation, training and preliminary cost and excluding the cable supply and installation cost. The bidder shall only supply a rate per meter for the supply and installation of the cable.


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PART C3 SCOPE OF WORK

CONTENTS PAGE(S) C3.1 DESCRIPTION OF WORKS C3.1.1 Employer's objectives 50 C3.1.2 Overview of the Works 50 C3.1.3 Extent of Works 50 C3.1.4 Location of the Works 51 C3.2 ENGINEERING C3.2.1 Design 51 C3.2.2 Contractor's Design 51 C3.2.3 Drawings 51 C3.3 PROCUREMENT C3.3.1 Preferential Procurement 51 C3.3.2 Subcontracting 52 C3.4 PROJECT SPECIFICATION C3.4.1 Scope of Contract 53 C3.4.2 Site Operational Support Facilities 53 C3.4.3 Survey Work 53 C3.4.4 Site Conditions 53 C3.4.5 VAT 53 C3.4.6 Works Planning and Site Meetings 54 C3.4.7 Safety of Personnel 54 C3.4.8 Handover Procedure 54 C3.4.9 Procurement of Materials 54 C3.4.10 Community Involvement 54 C3.4.11 Project Duration 54 C3.4.12 Energy and Load Management System 55 C3.4.13 Supply, Transportation & Handling of Equipment 56 C3.4.14 Materials & Equipment Delivered to Contractor on site 56 C3.4.15 Spare Parts 56 C3.4.16 Training 57


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C3.1 DESCRIPTION OF THE WORKS C3.1.1 EMPLOYER'S OBJECTIVES The employer’s main objective is to install an energy- and load management system in five of the camps inside the Kruger National Park. This system will lower the maximum demand for the camps as well as lower the energy consumption per camp, in conjunction with the replacement of the conventional geysers and the installation of energy efficient appliances (included in separate tender documents). The main objective of this system will be to monitor and control the maximum demand at any given time at each of the five camps and also to individually control the supply to the geyser and remaining electrical circuits to each tourist accommodation unit. The geyser control will control all the geysers within the camps including the staff units and ablution units whereas the tourist accommodation unit control will also control the electrical supply to the unit when the unit is unoccupied. The contractor should note that the camps are not located in close proximity to each other and a wireless link between the camps and a central server should be implemented for communication between the remote controllers and the central server. For the implementation of the initial five camps, all camps have cellular phone reception as well as internet connections. C3.1.2 OVERVIEW OF THE WORKS The Employer wishes to install a system inside five camps inside the Kruger National Park as an effort to lower the maximum demand and energy consumption within the camps. This system shall conform to the minimum specifications as outlined in Part C3.4 below. As an initial effort, the system shall be used mainly to control the maximum demand whereby it controls the geysers of each dwelling or ablution unit by switching the geyser on or off. This task will be switchable between automatic and manual mode where the manager will be allowed to switch over from automatic to manual mode. The geysers will be switched on before the peak demands to heat the water and switched off during this period. When the demand in the camps is too high, the manager shall be warned and he will be allowed to switch the geysers. The bulk energy meters installed at the main incoming supply point at each camp shall be inspected and verified that the meter has a built-in communication port with instantaneous and maximum demand as well as energy consumption indication for the purposes of the Request for Proposal. As part of the Request for Information submission, the Bidder shall assume the meters are all complying with the technical requirements as specified. The Bidder shall propose a method of controlling the electrical supply to the tourist accommodation units when the units are not occupied. The system will be energised when the unit is occupied. The proposed technology shall be included in FORM 2.3.6. The energy management side shall control the electrical supply to the accommodation unit, excluding the supply to the geyser. This control option shall energise the appliances in the unit when the guests arrives and de-energise when the unit is vacant. C3.1.3 EXTENT OF WORKS The Works to be carried out by the Contractor will comprise mainly the following: (a) Supply, delivery and install all equipment for the full functioning of the system to each camp; (b) Inspect and verify all bulk energy meters and replace where necessary; (c) Modifications to the existing distribution board inside the accommodation units; (d) Supply and install remote controller at each camp including all hardware, software and programming; (e) The issuing of an electrical certificate of compliance per dwelling where the board has been modified; (f) The issuing to the Employer of a Completion Notice of the work;


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(g) Correction of defects in the Works in accordance with the requirements specified; (h) Training of maintenance personnel for the operation, maintenance and repairing of the system at two different

camps. This description of the Works is not necessarily complete and shall not limit the work to be carried out by the Contractor. C3.1.4 LOCATION OF THE WORKS The location of this project is the Kruger National Park in South Africa. The five camps include Letaba, Lower Sabie, Olifants, Satara and Skukuza. Drawings will be issued in the Request for Proposal showing the detailed layout of all the camps and a typical of each unit indicating the location of the distribution board. A general layout of the camps are available as part of this bid document and is also available on the SANPARKS website, www.sanparks.org.

C3.2 ENGINEERING C3.2.1 DESIGN The Employer shall not supply any designs for the implementation of this project.

C3.2.2 CONTRACTOR'S DESIGN The Contractor is required to carry out design work for the system per camp and also the interface with the central server which shall be located at Skukuza. The design shall be submitted as part of the Returnable documents for this bid and shall adhere to the specifications as set out in Part C3.4.

C3.2.3 DRAWINGS A general layout per camp as well as a diagram indicating the bulk meters shall be provided during the compulsory clarification meeting. A detailed layout of each camp and typical dwelling/ accommodation layouts will be provided to the successful contractor. C3.3 PROCUREMENT C3.3.1 PREFERENTIAL PROCUREMENT C3.3.1.1 Requirements The requirements will be in accordance with the Supply Chain Management Policy of the South African National Parks. C3.3.1.2 Resource standard pertaining to targeted procurement Local Unemployed Labour where possible.

http://www.sanparks.org/


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C3.3.2 SUBCONTRACTING C3.3.2.1 Scope of mandatory subcontract works N/A C3.3.2.2 Preferred subcontractors/suppliers N/A C3.3.2.3 Subcontracting procedures N/A C3.3.2.4 Attendance on subcontractors N/A


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C3.4 PROJECT SPECIFICATION

Part 1 Provisional and General Requirements

C3.4 PROJECT SPECIFICATION C3.4.1 SCOPE OF CONTRACT This contract covers in essence the identification of service providers for the design and implementation of an energy and load management system within five of the electrified camps inside the Kruger National Park. The system must adhere to the minimum requirements as set out in Part 3.4.12. The works will also comprise of any modifications to the existing electrical network, including the distribution boards, to fully implement the working system. The implementation of the project might be phased out due to the initial capital layout of the project where camps will be identified for the future phases. The system shall make provision for any future expansions to the camps to be connected or added to the management system network. C3.4.2 SITE OPERATIONAL SUPPORT FACILITIES The Bidder should familiarise himself with the Environmental Management Plan (EMP) per camp when completing this bid document.

C3.4.3 SURVEY WORK N/A C3.4.4 SITE CONDITIONS Site conditions may be taken as the following: Altitude : 200 - 850m above sea level

Temperature : 5°C to 45°C

Pollution : N/A Humidity : 30 % to 80 % Relative Humidity. (Average throughout the year with 10 % probability). Lightning : Afternoon thunder storms occur during summer Other : The areas are not malaria-free regions C3.4.5 VALUE ADDED TAX VAT shall be excluded from the bid price, and the total ex VAT shall be carried forward to C1.1: FORM OF OFFER. VAT as applicable will be recoverable from the Employer.


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C3.4.6 WORKS PLANNING AND SITE MEETINGS A detailed programme shall be prepared by the contractor, based on the design per camp and the installation requirements. This will only be required once the successful contractor has been appointed and is not required to be submitted with this submission. C3.4.7 SAFETY OF PERSONNEL It must be stressed that the contract may involve work within close proximity of live equipment. Correct safety procedures must be adhered to at all times and work must be carried out under control and supervision of an experienced responsible person as detailed in the Occupational Health and Safety Act, 1993. All work will be carried out inside fenced-off camps inside the Kruger National Park and the Contractor should adhere to the Code of Conduct at all times.

C3.4.8 HANDOVER PROCEDURE

Before presenting the works for handover, the contractor shall hand over the following to the Employer’s representative:

o An electrical certificate of compliance per installation where the existing electrical installation was

disturbed;

o A new single line diagram per distribution board indicating the current board layout including the additional switchgear installed, if any.

C3.4.9 PROCUREMENT OF MATERIALS

As time is the essence of the contract, all orders for materials to be supplied by the contractor shall be placed in good time to ensure its availability when needed for installation, in order to meet the completion date of the contract.

C3.4.10 COMMUNITY INVOLVEMENT

As this project requires the skills of trained technical personnel, the Contractor should only appoint local labour where possible for work where specialised skills are not required. The Contractor may appoint local labour and provide training to the individuals at his own cost.

C3.4.11 PROJECT DURATION The Contractor shall sign an agreement for five (5) years to implement this project.


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Part 2 Technical Requirements

C3.4.12 ENERGY AND LOAD MANAGEMENT SYSTEM

This contract calls for the selection of a suitable supplier for the design, supply and installation of an energy and

load management system in the Kruger National Park. Background With the current and future energy price increase, SANPARKS proposed that an energy and load management

system be implemented in five of the camps to reduce the total energy consumed and lower the maximum demand in the park. This system will be tested inside the identified camps and should it prove to be successful, it will be rolled-out to other camps as well.

System Requirements The system should be operated from a central point within the park via wireless network technology due to the

spacing of the camps. The Contractor shall confirm a suitable communication interface for the whole system to allow for minimum downtime and efficient communication. The system shall include the following items:

Digital Energy Meters The Contractor shall confirm whether the existing bulk energy meters are in working order with the correct settings (CT ratio etc.) and that the meter is equipped with at least one communication port. The Contractor should also verify that the communication protocol is suitable for their proposed system. The energy meter should have event and data logging for any break in communication and the meter should at least include the instantaneous and maximum as well as the current energy consumption.

Communication Due to the fact that the camps are spaced far apart and cellular reception is not available in all camps, a suitable communication medium should be specified by the Contractor. Internet connections are available in all the camps. Cellular reception is not available in all the camps. Wired connections should be installed within the camps, between the units and the control system to reduce capital cost. The Contractor shall specify the type of wiring to be used within the camps.

Control System per camp Each camp will be equipped with a control system where all the input and output signals will be connected to. This system shall include adequate input and output cards including communication modules. The Bidder shall provide a general layout of the control system and specify the required input, output and other communication signals. The system shall be housed inside the camp manager’s office or nearby from where the system can be easily accessed for maintenance and control purposes. Monitoring and control of the camp’s system shall be available from this system. The system shall have the following minimum functional commands: - Switching individual water heaters on and off - Summary of the energy consumed with the instant and overall system maximum demand - Provision for future expansion to include individual meters per dwelling for maximum demand and energy

consumption indication and record keeping - Feedback to the Central Control Server.


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Central Control Server The central control server will be located at the technical manager’s office in Skukuza. The complete system in the park will be controlled automatically from this system with an option to switch over to manual mode. A control algorithm will be programmed which shall automatically control the load to a specified value, per camp. The users will be programmed with set permissions and an interactive screen shall allow full control of the system when manual mode is selected. The system shall have the following minimum functional commands: - Switching individual water heaters on and off - Summary of the energy consumed with the instant and overall system maximum demand - Provision for future expansion to include individual meters per dwelling for maximum demand and energy

consumption indication and record keeping. The system will save the records of all camps for future reference checking. The Contractor shall allow for all the required hardware.

Water Heater Monitor System The system shall include for the control to energise and de-energise the water heaters in each dwelling to maintain a lower maximum demand within the camp. The existing wiring in the distribution board in the dwelling will be modified to suite the additions. The system will de-energise the water heaters in the dwellings upon the guests checking-out or during the day when the demand becomes high. The system will also be able to de-energise the water heater during night time when the demand is low and now water is consumed or need to be heated. The system will energise the water heater on the day of tourist arrivals. This will be contained in the algorithm and forms part of the functional specification of the system which needs to be approved by the Employer.

Dwelling Load Control The Bidder shall include a proposed system for the load control inside the dwellings, optimised for effective control and initial project cost.

C3.4.13 SUPPLY, TRANSPORTATION AND HANDLING OF EQUIPMENT

Suitable transportation vehicles and lifting apparatus shall be provided by the Contractor and used to load, transport and off-load equipment. C3.4.14 MATERIALS AND EQUIPMENT DELIVERED TO THE CONTRACTOR ON SITE

Although a store will be provided to the Contractor, he will assume full responsibility for all materials and equipment which are supplied to him on site. The Contractor shall provide adequate security measures to minimise the risk of theft.

The contractor shall take full responsibility for theft or loss of materials supplied to him, and shall ensure that adequate insurance is in place to cover this risk C3.4.15 SPARE PARTS The Contractor shall provide a list of critical spare parts to be supplied to SANPARKS for the purpose of maintaining the systems. These items list will form part of the returnable documents in FORM 2.3.6.


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C3.4.16 TRAINING The contractor shall schedule two training sessions for the Employer’s representatives who will be responsible for maintaining and operating the systems. The training sessions will be provided at two different camps which will be identified by the Employer, one camp in the Northern region of the park and one camp in the Southern region of the park. The Bidder shall also include for two annual refresher training sessions once the systems have been installed.


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PART C4 SITE INFORMATION The site is located within the Kruger National Park in South Africa and includes the following camps:

GPS Coordinates

Camp X-Coordinate Y-Coordinate

Bateleur Bushveld camp 31.20233 -23.2341

Berg-en-Dal Rest camp 31.45122 -25.42

Biyamiti Bushveld camp 31.69903 -25.3212

Boulders Rest camp 31.37923 -23.6076

Crocodile Bridge Rest camp 31.89236 -25.3584

Letaba Rest camp 31.57673 -23.851

Lower Sabie Rest camp 31.91727 -25.1211

Malelane Rest camp 31.5089 -25.4724

Maroela Caravan camp 31.3995 -24.4563

Malelane Rest camp 31.5089 -25.4724

Mopani Rest camp 31.39983 -23.5274

Olifants Rest camp 31.74022 -24.0057

Orpen Rest camp 31.39106 -24.4747

Pretoriuskop Rest camp 31.26928 -25.1723

Punda Maria Rest camp 31.01611 -22.6955

Roodewal Rest camp 31.63043 -24.144

Satara Rest camp 31.77778 -24.3977

Shimuwini Bushveld camp 31.27169 -23.7112

Shingwedzi Rest camp 31.43238 -23.1162

Sirheni Bushveld camp 31.23093 -22.9494

Skukuza Rest camp 31.59287 -24.9954

Talamati Bushveld camp 31.55513 -24.5574

Tamboti Tented camp 31.39842 -24.4618

* Information obtained from SANPARKS website


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PART C5 KRUGER NATIONAL PARK SPECIFIC DOCUMENTATION CONTENTS C5.1 CODE OF CONDUCT FOR OUTSIDE COMPANIES WORKING IN THE KRUGER NATIONAL PARK C5.2 ENVIRONMENTAL MANAGEMENT PLAN