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CSIR RFP No. 3109/21/04/2017 of 62

Request for Proposals (RFP)

The provision of waste management services for the CSIR in Pretoria

RFP No. 3109/21/04/2017

Date of Issue Friday, 31 March 2017

Compulsory briefing session

Tuesday, 11 April 2017

Venue: Building 35 Steenbok boardroom

Time: 10:00 – 12:00

Closing Date Friday, 21 April 2017

Place Tender box, CSIR Main Reception, Gate 3 ( North Gate)

Enquiries Strategic Procurement Unit E-mail: [email protected]

CSIR business hours 08h00 – 16h30

Category Professional Services

mailto:[email protected]

CSIR RFP No. 3109/21/04/2017 of 62

TABLE OF CONTENTS

SECTION A – TECHNICAL INFORMATION 4

1 INTRODUCTION 4

2 BACKGROUND 4

3 INVITATION FOR PROPOSAL 5

4 PROPOSAL SPECIFICATION 5

5 EVALUATION 16

6 NATIONAL TREASURY CENTRAL SUPPLIER DATABASE (CSD) REGISTRATION 20

SECTION B – TERMS AND CONDITIONS 21

7 VENUE FOR PROPOSAL SUBMISSION 21

8 TENDER PROGRAMME 21

9 SUBMISSION OF PROPOSALS 21

10 DEADLINE FOR SUBMISSION 22

11 AWARDING OF TENDERS 22

12 EVALUATION PROCESS 22

13 PRICING PROPOSAL 23

14 VALIDITY PERIOD OF PROPOSAL 23

15 APPOINTMENT OF SERVICE PROVIDER 24

16 ENQUIRIES AND CONTACT WITH THE CSIR 24

17 MEDIUM OF COMMUNICATION 24

18 COST OF PROPOSAL 24

19 CORRECTNESS OF RESPONSES 24

20 VERIFICATION OF DOCUMENTS 25

21 SUB-CONTRACTING 25

22 ENGAGEMENT OF CONSULTANTS 25

23 TRAVEL EXPENSES 26

24 ADDITIONAL TERMS AND CONDITIONS 26

25 CSIR RESERVES THE RIGHT TO 26

26 DISCLAIMER 27

DECLARATION BY TENDERER 28

RETURNABLE CHECKLIST 29

27 BIDDER’ PROPOSAL 32

28 GENERAL WASTE MANAGEMENT PROPOSAL 33

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29 HAZARDOUS WASTE MANAGEMENT PROPOSAL 34

30 WORK PLAN/SCHEDULE 35

31 BIDDER’S EQUIPMENT PROPOSAL 36

32 BIDDER’S STAFF PROPOSAL 37

33 ENVIRONMENTAL MANAGEMENT PLAN 38

34 QUALITY MANAGEMENT PLAN 39

35 HEALTH AND SAFETY PLAN 40

36 SCHEDULE OF THE BIDDER’S EXPERIENCE 41

37 CONTACTABLE REFERENCES ON PAST CONTRACTS 44

38 WASTE INFORMATION PERMITS AND REGISTRATION DOCUMENTS 45

39 PRICING INSTRUCTIONS TO BIDDERS 46

40 PRICING SCHEDULE 47

DECLARATION BY BIDDER 52

41 ANNEXURE A FUNCTIONALITY EVALUATION 53

42 ANNEXURE B – CURRENT EQUIPMENT LIST (INDICATIVE) 61

43 ANNEXURE C – CURRENT WASTE QUANTITIES (INDICATIVE) 62

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SECTION A – TECHNICAL INFORMATION

1 INTRODUCTION

The Council for Scientific and Industrial Research (CSIR) is one of the leading scientific

research and technology development organisations in Africa. In partnership with national and

international research and technology institutions, CSIR undertakes directed and

multidisciplinary research and technology innovation that contributes to the improvement of

the quality of life of South Africans. The CSIR’s main site is in Pretoria while it is represented

in other provinces of South Africa through regional offices.

2 BACKGROUND

The Pretoria campus has 52 buildings in total with a gross area of 213,000m2, with over 4000

employees, tenants and visitors on the Pretoria Campus. Activities on the site include offices,

laboratories, food preparation areas (canteens and restaurants), workshops, gym, crèche, and

a conference centre.

The site generates diverse waste streams from different buildings. Some of the waste streams

have specific management requirements above the usual and the bidder will be required to

manage them accordingly.

General waste

Food (Organic) waste

Hazardous waste including chemical, fluorescent tubes, biological, medical etc.

Gardening waste

2.1 General waste

General Waste that is generated from the offices, kitchens and conference area is removed

by the cleaning contractor inside the buildings to the 240L wheelie bins in the designated waste

areas located outside the buildings. This waste is temporarily stored until the collection by the

waste management contractor to the waste sorting area where further sorting takes place.

The waste sorting area is the CSIR’s dedicated recycling facility where waste materials, such

as paper, tin, steel, glass, plastic, etc. are sorted for further recovery of recycling material.

Waste separation is done in order to reduce the quantities of waste disposed at the nearby

disposal facility or landfill site. The recyclable materials are then removed on a needs basis by

the waste management contractor while the non-recyclable waste residues are transported to

the nearby municipal waste facility for safe disposal.

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2.2 Food or organic waste

Food (organic) waste generated from the conference centre, the restaurants on site, canteen

and kitchens is collected from the designated waste receptacles for safe handling,

transportation and disposal to the permitted municipal disposal facility.

2.3 Chemical and/ Hazardous Waste

Chemical/Hazardous waste generated from laboratories, on site clinic, etc. is collected from

the waste source for safe handling, treatment and/or safe disposal to permitted disposal

facilities.

2.4 Garden waste

Garden and landscaping waste is collected by the garden services contractor in waste bags

and bins which are then disposed to the compost yard and does not form part of the scope

of work.

3 INVITATION FOR PROPOSAL

Proposals are hereby invited from qualified service providers to provide waste removal,

recycling, disposal and waste management service which meet the requirements of CSIR’s

Environmental Management System (EMS) based on ISO 14001 as CSIR Pretoria is certified

for ISO 14001. The proposals are for a three (3)-year period, with a provision for extension for

a further two (2) years depending on performance, for various CSIR buildings at the Pretoria

campus.

4 PROPOSAL SPECIFICATION

All proposals are to be submitted in the format specified in this enquiry. However, tenderers

are welcome to submit additional / alternative proposals over and above the originally specified

format.

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4.1 SCOPE OF WORK

During the term of this contract the service provider will collect, separate, transport and recycle

and/or dispose of waste from the CSIR Main site.

The service provider will be required to render the following services:

4.1.1 WASTE COLLECTION AND TRANSPORTATION

The Service Provider will be required to ensure timely collection of, but not limited to, the

following waste types:

Collection and transportation of general waste from the colour coded bins in the

designated waste areas outside the buildings to the waste sorting area at the Pretoria

site on a daily basis;

Collection and transportation of food and organic waste from the colour coded bins in

the designated waste areas outside the buildings to the waste sorting area on a daily

basis; and

Collection and transportation of hazardous waste from the designated waste areas

for treatment and/or disposal as and when required.

4.1.2 WASTE SORTING/SEPARATION

Once the waste has been collected from the designated waste areas to the waste sorting

area, the service provider will be required to sort and/separate all recyclable (such as paper,

tin, steel, glass, plastic, etc.) and fluorescent tubes from the general waste stream, and

non-recyclable waste materials in the waste sorting area.

4.1.3 WASTE RECYCLING

The service provider will be required to operate and manage the CSIR recycling

programme and provide the following services:

Provide best practice methods to recycle waste and minimise waste generation

and disposal;

Remove the recyclable and recoverable waste from the waste sorting yard to a

dedicated recycling facility;

Provide statistics of the recycled waste and the recovered costs to the CSIR; and

Issue a cost rebate to the CSIR for the recyclable and recoverable waste.

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4.1.4 WASTE TREATMENT, REMOVAL, TRANSPORTATION AND/OR DISPOSAL

SERVICES

The service provider will be required to ensure timely removal and proper disposal of, but not

limited to, the following waste types:

General waste

o Remove all the non-recyclable and non-recoverable general waste

refuse/residues from the CSIR premises and deposit it at a registered municipal

general waste disposal site at most five times a week;

o It should be further noted that the removal of general waste may be required

more frequently than the “times a week” indicated above; and

o Provide trip sheets and statistics of waste disposal.

Food and organic waste

o The service provider will be required to safely dispose of food and organic

waste to permitted/applicable waste treatment / municipal disposal facility at

most five times a week;

o It should be further noted that the removal of general waste may be required

more frequently than the “times a week” indicated above; and

o The service provider will be required to provide trip sheets and statistics of

waste disposal.

Hazardous waste i.e. chemical, biological, medical etc.

o Waste removal for hazardous waste will be required on a need (ad hoc) basis

when required by the operation;

o The service provider will be required to first assess the hazardous waste

generated from site and recommend to the CSIR the appropriate action to treat

or dispose in line with regulatory requirements;

o The service provider will be responsible for the treatment, removal and disposal

of the hazardous chemical substances, oil waste, and hazardous biological

agents. etc.

o The service provider will be required to provide disposal certificates after each

removal of hazardous waste to the Environmental Management Office (EMO)

for monitoring of the CSIR environmental performance; and

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o The service provider will also be required to include the statistics of hazardous

waste material collected from the business units in their monthly reports.

Hazardous electrical and electronic waste (fluorescent tubes, batteries, IT Equipment

and consumables)

o The service provider will be required to establish and provide the CSIR with

procedures for cleaning and disposal of electronic and electrical waste

generated from the CSIR site;

o The service provider will be required to provide relevant containers for storing

the hazardous electrical and electronic waste;

o The service provider will be required to safely transport the waste to

destruction/disposal facility and provide destruction certificates; and

o Waste removal for hazardous waste will be required on a need (ad hoc) basis

when required by the operation.

The service provider will be required to take cognisance of the following when removing,

transporting, treating, and disposing of waste collected from the CSIR premises:

Ensure the safe and correct disposal of general waste to permitted/registered landfill

sites;

Ensure the safe and correct disposal of hazardous chemical substances, oil waste and

hazardous biological agents. etc.;

Ensure timely submission of disposal certificates, waste manifests and waste statistics

after each removal of hazardous waste/ on monthly basis;

Comply with the requirements of the Hazardous Chemical Substance Regulations

promulgated in terms of the Occupational Health and Safety Act No 85 of 1993;

Ensure that transportation of hazardous waste is undertaken in accordance to the

requirements of SANS 0228 for transportation of dangerous goods; and

Ensure that fluorescent tubes are recycled according to the requirements of the

National Environmental Management Waste Act of 2008.

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4.1.5 ONSITE WASTE MANAGEMENT

The service provider will be required to:

Look into different opportunities and potential opportunities of waste minimisation,

re-use and recycling of the different waste streams generated on the CSIR Pretoria

site.

Advise CSIR on best practices on Waste Management on an on-going basis in order

to assist CSIR deal with waste management in a sustainable and efficient manner.

Trained personnel on-site. The personnel/ resources would be required to be on-

site on a daily basis (Monday to Friday) from 08h00 to 17h00. The personnel will

assist with the day-to-day activities of the facility’s waste management, as follows:

o Establishing and managing general waste collection centres on the CSIR

Pretoria campus at premises prepared by CSIR for this purpose;

o Upkeep of waste holding facilities’ hygiene (degrease floors and walls, mop up

and pressure hose area);

o Daily hygiene management of waste containers (daily cleaning, rinsing and

sanitizing of waste bins & degreasing of these);

o Ensuring that the waste management areas are at all times free of smell or any

pest infestation;

o Shredding of office waste paper; and

o Removal of waste bins from designated waste areas to main waste area/yard at

within the CSIR.

4.1.6 REPORTING AND COMMUNICATING


Report comprehensively on a monthly basis to CSIR reflecting statistics on recyclable

and non-recyclable waste. In the case where waste has been recycled, the monetary

value of the waste should be reflected in the report. Proof of receipt at the recycling

site as well as proof of disposal at the general waste site should form part of the

report.

Ensure that they attend CSIR monthly Waste Management meetings according to the

contractual obligations.

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4.1.7 SUPPLY OF EQUIPMENT AND CONSUMABLES

The service provider will be required to provide all of the required waste management

equipment and consumables for the rendering of the service including those to be used for

ad-hoc services (an inventory list must be submitted for all equipment). It will be the Service

Provider/s’ responsibility to ensure that all equipment is available, maintained and

accounted for on a periodic basis.

The service provider will be responsible for providing and maintaining all the equipment

necessary to render the contracted services effectively and without interruption.

The cost for providing and maintaining any number of equipment as may be necessary to

render the contracted service will be borne by the service provider.

Storage facilities will be provided by the CSIR, however the Service Provider/s has the

responsibility to keep the storeroom facilities in a clean and tidy condition at all times. The

CSIR will conduct regular inspections of the said facilities and non- compliance will have a

negative impact on the supplier’s performance.

Please refer to Annexure B for more details in terms of the descriptions, sizes and

quantities of the current equipment as a guide.

4.1.8 PERSONNEL AND SITE SUPERVISION

The Service Provider/s will supply CSIR with required personnel and the agreed staff

complement needs to be maintained throughout the contract duration. The staff

complement should cover all requirements above to ensure the facility is well maintained

and job descriptions of team members need to be provided.

4.2 SCOPE EXCLUSION

Garden and landscaping waste is collected by the garden services contractor in waste bags

and bins which are then disposed to the compost yard and does not form part of the scope

of work.

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4.3 GENERAL HEALTH, SAFETY AND ENVIRONMENT OBLIGATIONS


Always ensure compliance with CSIR’s environmental, security, health, safety and

emergency measures and procedures.

Compile and provide a Health and Safety File which will include all statutory and

management information/documents such as:

o OHS Policy and Procedures;

o Operational Environmental Management Plan;

o Safe works Procedures;

o Risk Assessments Procedures;

o Material safety data sheets (MSDS);

o Insurance documents/details;

o List of Projected Environmental Aspects and Impacts;

o Waste Management programme/schedule; and

o Department of Labour documents e.g. COIDA, UIF and etc.

Provide a comprehensive site file.

Provide disposal certificates and waste manifests to the Environmental Management

Office (EMO) and Facilities Management after each removal of hazardous waste.

Produce on a regular basis, written proof that only approved landfill sites and

accredited recycling operators are used for disposal purposes.

Take responsibility for ensuring that its services system is operated in accordance with

the hygienic, safety, aesthetic and EMS requirements based on ISO 14001 and the

health and safety management system based on OHSAS 18001 to which CSIR is

committed to.

Ensure that the service provider’s contract manager adheres to all scheduled meetings

stipulated by CSIR Environmental Management Office (EMO).

Ensure that the service provider’s Safety, Health and Environment (SHE) officer visits

the site and liaise with CSIR Health and Safety Manager should it be requested.

Ensure that the service provider’s SHE Officer participates in the CSIR’s SHE

Committee meetings according to schedule.

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4.4 COMPLIANCE REQUIREMENTS

The bidder must have or use a reputable service provider with a valid Waste

Accreditation Permit to collect and transport general waste, recyclable waste and

hazardous waste issued by the City of Tshwane and/ or any relevant regulatory

statutory requirements. The bidder must provide proof of a valid Waste Accreditation

Permit and relevant permits relating to waste management.

The bidder must be registered in the Gauteng Waste Information System (GWIS) as a

transporter of hazardous waste to be disposed of / treated at landfill site / waste

handling facility authorized to dispose / treat such waste. The bidder must provide proof

of registration with GWIS.

The bidder must use a licensed landfill site / waste handling facility for disposal /

treatment of waste generated at CSIR facilities. The bidder must provide proof that the

proposed landfill site / waste handling facility is licensed. The bidder must further

provide proof of account/ relationship with the proposed landfill / waste handling facility

that will be used for the disposal/ treatment of waste generated at CSIR facilities.

4.5 PERSONNEL

4.5.1 Identification

CSIR will issue all of the service provider’s staff with personal identification tags at the

service provider’s cost. It will be the responsibility of the service provider to ensure that all

waste management services personnel on site display their identity tags at all times in such

a way as to be fully visible. Subject to satisfying the foregoing, staff failing to display their

identification tags may be removed from the site.

The service provider will be required to take responsibility for deactivation of such cards in

cases where staff is no longer in the service of the service provider or at the expiry of the

contract.

4.5.2 Access to site

The service provider will provide CSIR with a list of names of its employees who will be

rendering the contracted services at specific premises on the CSIR campus. Unidentified

employees, and employees whose names do not appear on the list, will not be allowed

access to the CSIR premises.

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4.5.3 Medical Fitness

CSIR reserves the right to require that all Service Provider personnel be certified fit for duty.

4.5.4 Training

The Service Provider will ensure that its entire staff is adequately trained for the proper

fulfilment of their duties in respect of this services specification.

The service provider will be required to provide an outline of all training and development

programmes for staff indicating the following:-

o Programmes and courses (internal & external);

o Number of days planned for training per annum for all staff categories (i.e.

managers, supervisors, etc.);

o CSIR recognizes the need for training, both induction and during the course of

employment, and expects to derive both benefit and value-for-money from all

training undertaken by employees of the service provider engaged in relation to this

contract. The service provider shall ensure that the absence from operational duty

of staff attending a training course does not affect the satisfactory provision of the

specified services and shall provide relief staff to cover the affected areas; and

o The approach on how to induct and train the employees of any environmental risks

which may result from their work and how the risks will be dealt with in order to avoid

pollution or the degradation of the environment.

4.5.5 Uniforms and Personal Protective Equipment (PPE)

The service provider’s staff will be required to wear protective uniforms, headgear (including

goggles, visors and masks) and fully covered shoes and/or boots and gloves (appropriate

to their tasks and functions) whilst on duty.

The service provider will supply all PPE, which shall be of good quality and in a style

approved by CSIR. All uniforms must bear the name and logo of the service provider.

4.5.6 Relief staff

The service provider will provide relief-staff, in the event of labour unrest, seasonal

workload peaks or to replace staff on training, leave or sick leave provided that CSIR’s

Property Manager or Supervisor is given reasonable notice and details of this.

The service provider will bear all costs related to the provision of relief staff.

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4.5.7 First Aid

The Service Provider will be responsible for the provision and replenishment of first aid

boxes, which shall be under the control of a trained first aid provider.

In cases of emergency, the supervisor on site shall refer the incident to the on-site clinic to

assess the situation or assistance.

Where possible, CSIR Property Manager or Supervisor concerned will offer assistance. If

there is a cost involved for the provision of such medical emergencies then the service

provider shall bear the costs.

4.5.8 Contract Management

The Site Supervisor will be the onsite point of contact with the CSIR for service requests.

Weekly and monthly management meetings will be required to assess progress and resolve

any service matters.

4.6 PERFORMANCE MANAGEMENT

4.6.1 SUPERVISION

The service provider will:

At all times during the rendering of the contracted services ensure strict and effective

supervision of the work and of its employees.

At all times respond to the reasonable instructions or requests of the CSIR contact person.

Furnish CSIR with an annual plan/schedule, detailing the manner in which all areas on the

CSIR Pretoria site needing the specified services shall be adequately covered. Any

additional services should also be included in the plan/schedule.

Furnish CSIR with a monthly report stating services delivered as well as progress made in

implementation of the plan/schedule furnished to CSIR.

Furnish CSIR with plans to deliver on undelivered services and reasons for omitted services

as part of the monthly report. Plans to prevent reoccurrences will also be part of the report.

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4.6.2 COMPLAINTS REGISTER

A complaint register, in which complaints in respect of the service have been recorded, will

be made available at an agreed point or points per building.

The supervisor will be required to check the entries in the book(s) on a daily basis to

ascertain what complaints have been made and to ensure that these receive attention

within 24 hours at the most. Complaints will need to be resolved within 48 hours, will be

registered in writing with the Contract Manager.

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5 EVALUATION

CSIR will apply a multi-criteria approach in evaluating the prospective tenders. It is envisaged

that the following core criteria will amongst others form the basis of the tender evaluation:

5.1 ELIMINATION CRITERIA

Proposals will be eliminated under the following conditions:

Submission after the deadline;

Proposals submitted at incorrect location;

Non-attendance of the compulsory briefing session / site inspection;

Non – submission of a Valid Waste Accreditation Permit; and

Non – submission of proof of registration with GWIS.

5.2 MANDATORY REQUIREMENTS AS PER SCOPE OF WORKS

The bidder must indicate its compliance/non-compliance to the requirements. The bidder

who does not comply with all of the indicated requirements will not be evaluated further on

Functionality, Price and B-BBEE.

Section Requirement Comply Not Comply

4.1.1 Waste Collection and Transportation – The successful bidder will be required to ensure timely collection of the different types of waste as specified in the tender document

4.1.2 Waste sorting/separation – The successful bidder will be required to sort or separate the waste as indicated in the tender document

4.1.3 Waste recycling – The successful bidder will be required to operate and manage the CSIR recycling programme as indicated in the tender document

4.1.4 Waste Treatment, removal, transportation and/or disposal services – The successful bidder will be required to ensure timely removal and proper disposal of the waste streams as indicated in the tender document

4.1.5 On-site Management – The successful bidder will be expected to provide the on-site management as indicated in the tender document

4.1.6 Reporting and Communication – The successful bidder will be expected to report as per the tender document

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4.1.7 Supply of equipment and consumables – The successful bidder will be required to provide the required equipment including maintenance of such equipment as well as consumables as indicated in the tender document

4.1.8 Personnel and site supervision – The successful bidder will be required to provide CSIR with required personnel as indicated in the tender document

4.3 General health, safety and environment obligations – The successful bidder will be required to ensure compliance as indicated in the tender document

4.4 Compliance Requirements – The bidder will be required to comply as per the tender document

4.5.1 Personnel – The successful bidder will be required to take responsibility on staff identification as indicated in the tender document

4.5.2 Access to site – The successful bidder will be required to comply with its staff access requirements to the CSIR as indicated in the tender document

4.5.3 Medical Fitness – The bidder should take note of this requirement as per the tender document, and indicate if they will comply or not

4.5.4 Training – The successful bidder should take note of CSIR’s position on training as per the tender document and indicate if they will comply or not

4.5.5 Uniforms and Personal Protective Equipment (PPE) – The successful bidder will be required to provide the necessary uniforms and PPE as per the tender document requirements

4.5.6 Relief Staff – The successful bidder will be required to provide relief staff as per the tender document requirements

4.5.7 First Aid – The bidder is required to take note of CSIR’s position on First Aid as per the tender document and indicate if they will comply or not

4.5.8 Contract Management – The successful bidder will be required to comply with CSIR’s contract management processes as per the tender document requirements

4.6.1 Supervision – The successful bidder will be required to comply with the supervisory requirements as per the tender document requirements

4.6.2 Complaints Register – The successful bidder will be required to manage complaints as per the tender document requirements

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5.3 FUNCTIONAL EVALUATION CRITERIA

The evaluation of the functional / technical detail of the proposal will be based on the

following criteria:

Evaluation criteria Weighted

score

1 Bidder’s Proposal 40

1.1. General Waste Management

The bidder must provide a detailed proposal indicating how the bidder will effectively

manage the collection, transportation and disposal of General landfill Waste. The

proposal must also outline how ad-hoc and urgent requests will be effectively managed

in this regard including the proposed response times form the time the request is logged.

The bidder must also provide a detailed operational Environmental Management Plan

(OEMP).

5

1.2. Waste Recycling


manage the collection, transportation and processing of recyclable W. The proposal must

include, amongst other things, the response times, collection times, cost rebates for the

CSIR etc.

5

1.3. Hazardous Waste Management


manage the collection, transportation and processing of hazardous waste management.

The proposal must include, but not limited to: the response times, collection times,

managing compliance requirements etc. The bidder must outline how they intend to

manage the containment of a spillage/ pollution incident to prevent any possible escapes

of contamination to nearby surroundings during loading of the container filled with used

Fluorescent tubes.

10

1.4. Waste Collection and Transportation

The bidder must outline their approach towards compliances with the requirements for

transportation of dangerous goods including hazardous waste material, general waste,

biological waste, and chemical waste and/ or any other waste material that fits the

definition of waste as stipulated in the NEM: Waste Act. The bidder must propose a route

plan that outlines how they are going to collect waste from point source of waste

generation.

10

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1.5. On site Management and reporting communication


manage the day-to-day activities of the facility’s waste management service. The

proposal must include, but not limited to: service plan/ schedule, waste sorting methods,

cleaning plan for waste areas, process for logging of waste collection/ removal requests

etc. The bidder will be required to provide reports reflecting statistics on recyclable and

non-recyclable waste on monthly basis; the bidder must provide a sample/ template of

such a report. The bidder must also provide a list and samples of all other reports that

will be prepared with related frequency. The bidder must provide the communication plan

that includes how they intend to communicate any SHE emergencies and incidents to

the CSIR.

5

1.6. Capacity/equipment and consumables

The bidder must have capacity in terms of the necessary equipment to render the

required service effectively. The bidder is required to provide the following information:

Proposed equipment including appropriate scale

Details of the trucks owned by the bidder i.e. types of trucks, quantity of trucks,

proof of ownership. A copy of lease/ rental agreement for trucks if not owned by

the bidder. The agreement should clearly indicate the types of trucks and

quantities.

Proposed consumables

5

2 Bidder’s Experience and the proposed team 60

2.1 Bidder’s Experience and the proposed team:

The bidder must demonstrate relevant experience in providing similar Waste

Management services (on-site waste management and waste removal/ transportation)

to commercial/ corporate establishments. The bidder must provide at least three (3)

contactable references for rendering similar waste management services to commercial/

corporate establishments in the past 5 (five) years. The bidder must provide description

of waste management services provided to references.

40

2.2 Bidder’s performance:

Performance of the bidder on past contracts and current contracts: The bidder must

submit reference letters for current and similar contracts

15

2.3 Promotion of Staff welfare and corporate social responsibility 5

Total 100

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5.4 Proposals with functionality / technical points of less than the pre-determined minimum

overall percentage of 70% will be eliminated from further evaluation.

5.5 Refer to Annexure A for the scoring sheet that will be used to evaluate functionality.

6 NATIONAL TREASURY CENTRAL SUPPLIER DATABASE (CSD) REGISTRATION

Before any negotiations will start with the winning bidder it will be required from the winning bidder

to:

Be registered on National Treasury’s Central Supplier Database (CSD). Registrations

can be completed online at: www.csd.gov.za;

Provide the CSIR of their CSD registration number; and

Provide the CSIR with a certified copy of their B-BBEE certificate. If no certificate can

be provided, no points will be scored during the evaluation process. (RSA suppliers

only).

http://www.csd.gov.za/

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SECTION B – TERMS AND CONDITIONS

7 VENUE FOR PROPOSAL SUBMISSION

All proposals must be submitted at:

CSIR GATE 03 - Main Reception Area (in the Tender box) at the following address

Council for Scientific and Industrial Research (CSIR)

Meiring Naudé Road

Brummeria

Pretoria

8 TENDER PROGRAMME

The tender program, as currently envisaged, incorporates the following key dates:

Issue of tender documents: Friday 31 March 2017

Compulsory briefing session / site inspection etc: Tuesday 11 April 2017

Last date for submission of queries: Tuesday 18 April 2017

Closing / submission Date: Friday 21 April 2017

Estimated contract duration (in months/years) 3 years

9 SUBMISSION OF PROPOSALS

9.1 All proposals are to be sealed. No open proposals will be accepted.

9.2 All proposals are to be clearly marked with the RFP number and the name of the tenderer

on the outside of the main package. Proposals must consist of two parts, each of which is

placed in a separate sealed package clearly marked:

PART 1: Technical Proposal: RFP No.: 3109/21/04/2017

PART 2: Pricing Proposal, B-BBEE and other Mandatory Documentation:

RFP No.: 3109/21/04/2017

9.3 Proposals submitted by companies must be signed by a person or persons duly authorised.

9.4 The CSIR will award the contract to qualified tenderer(s)’ whose proposal is determined to

be the most advantageous to the CSIR, taking into consideration the technical (functional)

solution, price and B-BBEE.

CSIR RFP No. 3109/21/04/2017 of 62

10 DEADLINE FOR SUBMISSION

Proposals shall be submitted at the address mentioned above no later than the closing date

of Friday 21 April 2017 during CSIR’s business hours. The CSIR business hours are between

08h00 and 16h30.

Where a proposal is not received by the CSIR by the due date and stipulated place, it will be

regarded as a late tender. Late tenders will not be considered.

11 AWARDING OF TENDERS

11.1 Awarding of tenders will be published on the National Treasury e-tender portal or the CSIR’s

tender website. No regret letters will be sent out.

12 EVALUATION PROCESS

12.1 Evaluation of proposals

All proposals will be evaluated by an evaluation team for functionality, price and B-BBEE.

Based on the results of the evaluation process and upon successful negotiations, the CSIR

will approve the awarding of the contract to successful tenderers.

A two-phase evaluation process will be followed.

The first phase includes evaluation of elimination and functionality criteria, local

production and content.

The second phase includes the evaluation of price and B-BBEE status.

Pricing Proposals will only be considered after functionality phase has been adjudicated

and accepted. Only proposals that achieved the specified minimum qualification scores for

functionality will be evaluated further using the preference points system.

12.2 Preference points system

The 90/10 preference point system will be used where 90 points will be dedicated to price

and 10 points to B-BBEE status.

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13 PRICING PROPOSAL

13.1 Pricing proposal must be cross-referenced to the sections in the Technical Proposal. Any

options offered must be clearly labelled. Separate pricing must be provided for each option

offered to ensure that pricing comparisons are clear and unambiguous.

13.2 Price needs to be provided in South African Rand (excl. VAT), with details on price elements

that are subject to escalation and exchange rate fluctuations clearly indicated.

13.3 Price should include additional cost elements such as freight, insurance until acceptance,

duty where applicable.

13.4 Only firm prices* will be accepted during the tender validity period. Non–firm prices**

(including prices subject to rates of exchange variations) will not be considered.

*Firm price is the price that is only subject to adjustments in accordance with the actual increase

or decrease resulting from the change, imposition, or abolition of customs or excise duty and any

other duty, levy, or tax which, in terms of a law or regulation is binding on the contractor and

demonstrably has an influence on the price of any supplies, or the rendering costs of any service,

for the execution of the contract;

**Non-firm price is all prices other than “firm” prices.

13.5 Payment will be according to the CSIR Payment Terms and Conditions.

14 VALIDITY PERIOD OF PROPOSAL

Each proposal shall be valid for a minimum period of three (3) months calculated from the

closing date.

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15 APPOINTMENT OF SERVICE PROVIDER

15.1 The contract will be awarded to the tenderer who scores the highest total number of points

during the evaluation process, except where the law permits otherwise.

15.2 Appointment as a successful service provider shall be subject to the parties agreeing to

mutually acceptable contractual terms and conditions. In the event of the parties failing to

reach such agreement CSIR reserves the right to appoint an alternative supplier.

15.3 Awarding of contracts will be announced on the National Treasury website and no regret

letters will be sent to unsuccessful bidders.

16 ENQUIRIES AND CONTACT WITH THE CSIR

Any enquiry regarding this RFP shall be submitted in writing to CSIR at [email protected] with

“RFP No 3109/21/04/2017 - The provision of waste management services for the CSIR in

Pretoria” as the subject.

Any other contact with CSIR personnel involved in this tender is not permitted during the RFP

process other than as required through existing service arrangements or as requested by the

CSIR as part of the RFP process.

17 MEDIUM OF COMMUNICATION

All documentation submitted in response to this RFP must be in English.

18 COST OF PROPOSAL

Tenderers are expected to fully acquaint themselves with the conditions, requirements and

specifications of this RFP before submitting proposals. Each tenderer assumes all risks for

resource commitment and expenses, direct or indirect, of proposal preparation and

participation throughout the RFP process. The CSIR is not responsible directly or indirectly

for any costs incurred by tenderers.

19 CORRECTNESS OF RESPONSES

19.1 The tenderer must confirm satisfaction regarding the correctness and validity of their

proposal and that all prices and rates quoted cover all the work/items specified in the RFP.

The prices and rates quoted must cover all obligations under any resulting contract.

19.2 The tenderer accepts that any mistakes regarding prices and calculations will be at their

own risk.

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20 VERIFICATION OF DOCUMENTS

20.1 Tenderers should check the numbers of the pages to satisfy themselves that none are

missing or duplicated. No liability will be accepted by the CSIR in regard to anything arising

from the fact that pages are missing or duplicated.

20.2 One hard copy and one electronic copy (CD or USB memory key) of each proposal must

be submitted. In the event of a contradiction between the submitted copies, the hard copy

shall take precedence.

20.3 Pricing schedule and B-BBEE credentials should be submitted with the proposal, but as a

separate document and no such information should be available in the technical proposal.

20.4 If a courier service company is being used for delivery of the proposal document, the RFP

description must be endorsed on the delivery note/courier packaging to ensure that

documents are delivered to the tender box, by the stipulated due date.

21 SUB-CONTRACTING

21.1 A tenderer will not be awarded points for B-BBEE status level if it is indicated in the tender

documents that such a tenderer intends sub-contracting more than 25% of the value of the

contract to any other enterprise that does not qualify for at least the points that such a

tenderer qualifies for, unless the intended sub-contractor is an exempted micro enterprise

that has the capability and ability to execute the sub-contract.

21.2 A tenderer awarded a contract may not sub-contract more than 25% of the value of the

contract to any other enterprise that does not have an equal or higher B-BBEE status level

than the person concerned, unless the contract is sub-contracted to an exempted micro

enterprise that has the capability and ability to execute the sub-contract.

22 ENGAGEMENT OF CONSULTANTS

The consultants will only be remunerated at the rates:

22.1 Determined in the "Guideline for fees", issued by the South African Institute of Chartered

Accountants (SAICA); or

22.2 Set out in the "Guide on Hourly Fee Rates for Consultants", by the Department of Public

Service and Administration (DPSA); or

22.3 Prescribed by the body - regulating the profession of the consultant.

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23 TRAVEL EXPENSES

23.1 All travel expenses for the CSIR’s account, be it directly via the CSIR’s travel agent or

indirectly via re-imbursements, must be in line with the CSIR’s travel policy. The following

will apply:

23.1.1 Only economy class tickets will be used.

23.1.2 A maximum of R1300 per night for accommodation, dinner, breakfast and parking will be

allowed.

23.1.3 No car rentals of more than a Group B will be accommodated.

24 ADDITIONAL TERMS AND CONDITIONS

24.1 A tenderer shall not assume that information and/or documents supplied to CSIR, at any

time prior to this request, are still available to CSIR, and shall consequently not make any

reference to such information document in its response to this request.

24.2 Copies of any affiliations, memberships and/or accreditations that support your submission

must be included in the tender.

24.3 In case of proposal from a joint venture, the following must be submitted together with the

proposal:

Joint venture Agreement including split of work signed by both parties;

The original or certified copy of the B-BBEE certificate of the joint venture;

The Tax Clearance Certificate of each joint venture member;

Proof of ownership/shareholder certificates/copies; and

Company registration certificates.

24.4 An omission to disclose material information, a factual inaccuracy, and/or a

misrepresentation of fact may result in the disqualification of a tender, or cancellation of

any subsequent contract.

24.5 Failure to comply with any of the terms and conditions as set out in this document will

invalidate the Proposal.

25 CSIR RESERVES THE RIGHT TO

25.1 Extend the closing date;

25.2 Verify any information contained in a proposal;

25.3 Request documentary proof regarding any tendering issue;

25.4 Give preference to locally manufactured goods;

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25.5 Appoint one or more service providers, separately or jointly (whether or not they submitted

a joint proposal);

25.6 Award this RFP as a whole or in part; and

25.7 Cancel or withdraw this RFP as a whole or in part.

26 DISCLAIMER

This RFP is a request for proposals only and not an offer document. Answers to this RFP must

not be construed as acceptance of an offer or imply the existence of a contract between the

parties. By submission of its proposal, tenderers shall be deemed to have satisfied themselves

with and to have accepted all Terms & Conditions of this RFP. The CSIR makes no

representation, warranty, assurance, guarantee or endorsements to tenderer concerning the

RFP, whether with regard to its accuracy, completeness or otherwise and the CSIR shall have

no liability towards the tenderer or any other party in connection therewith.

CSIR RFP No. 3109/21/04/2017 of 62

DECLARATION BY TENDERER

Only tenderers who completed the declaration below will be considered for evaluation.

RFP No: 3109/21/04/2017

I hereby undertake to render services described in the attached tendering documents to CSIR in

accordance with the requirements and task directives / proposal specifications stipulated in RFP

No. 3109/21/04/2017 at the price/s quoted. My offer/s remains binding upon me and open for

acceptance by the CSIR during the validity period indicated and calculated from the closing date

of the proposal.

I confirm that I am satisfied with regards to the correctness and validity of my proposal; that the

price(s) and rate(s) quoted cover all the services specified in the proposal documents; that the

price(s) and rate(s) cover all my obligations and I accept that any mistakes regarding price(s) and

rate(s) and calculations will be at my own risk.

I accept full responsibility for the proper execution and fulfilment of all obligations and conditions

devolving on me under this proposal as the principal liable for the due fulfilment of this proposal.

I declare that I have no participation in any collusive practices with any tenderer or any other person

regarding this or any other proposal.

I accept that the CSIR may take appropriate actions, deemed necessary, should there be a conflict

of interest or if this declaration proves to be false.

I confirm that I am duly authorised to sign this proposal.

NAME (PRINT) ………………………….

CAPACITY ………………………………

SIGNATURE …………………………….

NAME OF FIRM …………………………

DATE ……………………………….

WITNESSES 1 …….……………………………

2 ……….………………………… DATE: .…………………………..

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RETURNABLE CHECKLIST

NOTE: The bidder is required to complete each and every schedule listed below to the best of his ability as the

evaluation of tenders and the eventual contract will be based on the information provided by the bidder. Failure

of a bidder to complete the schedules and forms to the satisfaction of the CSIR will inevitably prejudice the

tender and may lead to rejection on the grounds that the tender is not responsive.

The bidder must complete the following returnable documents:

RETURNABLE DOCUMENTS CHECKLIST

PART A: TECHNICAL RETURNABLE

Returnable Schedules required only for Tender Evaluation Purposes

27 Bidder’s Proposal

28 General Waste Management proposal

29 Hazardous Waste Management proposal

30 Work Plan

31 Equipment Proposal

32 Bidder’s Staff Proposal

33 Environmental Management Plan

34 Quality Management Plan

35 Health And Safety Plan

36 Schedule of the Bidder’s Experience

37 Contactable References on past contracts

38 Waste Information Permits and registration documents

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PART B: PRICING PROPOSAL

Returnable Schedules that will be incorporated into the Contract

39 Pricing Proposal Form

40 Pricing Schedule

40.1 Fixed contract fee

40.2 Service fee breakdown

40.3 Additional labour unit rates

40.4 Ad hoc hazardous waste management rates

40.5 Ad hoc consumables

CSIR RFP No. 3109/21/04/2017 of 62

PART A: TECHNICAL RETURNABLE

These are returnable schedules required for Tender Evaluation Purposes only

CSIR RFP No. 3109/21/04/2017 of 62

27 BIDDER’ PROPOSAL

The Bidder must provide Waste management service as specified in this RFP document.

The Bidder must provide a proposal detailing how they are going to provide the required Waste

management service. The proposal must include a detailed daily, weekly, quarterly, bi-annually

and annual program on the services to be rendered on site.

The proposal should include the number of personnel to be provided, equipment, and any other

information pertinent to the service to be rendered in order to provide a comprehensive service to

the CSIR as per the functional requirement specification.

The proposal should include as a minimum an Executive Summary, Waste management Proposal

where the bidders demonstrate understanding of the site and brief; Personnel proposal; Equipment

proposal; Waste collection, recycling, on site management, transportation and disposal approach

for general landfill and hazardous waste, Reporting, Environmental Management Plan; Quality

Management Plan, Health and Safety Plan and a Start-up Plan.

Documentation Requirement Included in required

format (Please tick)

Bidder’s Proposal

Supporting Documentation for Bidder’s

proposal

SIGNATURE: ............................................................... DATE:

(of person authorised to sign on behalf of the Bidder)

CSIR RFP No. 3109/21/04/2017 of 62

28 General Waste Management proposal



General Waste

management

proposal

Submit a proposal for the management of

waste services

SIGNATURE: ............................................................... DATE:


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29 Hazardous Waste Management proposal



Hazardous Waste

management

proposal

Submit a proposal for the management of

waste services

SIGNATURE: ............................................................... DATE:


CSIR RFP No. 3109/21/04/2017 of 62

30 Work Plan/Schedule



Work Schedule

Attach a work schedule indicating the

services to be provided and frequencies as

per the scope of work.

SIGNATURE: ............................................................... DATE:


CSIR RFP No. 3109/21/04/2017 of 62

31 Bidder’s Equipment Proposal

Bidder’s proposed equipment inventory

The Bidder must provide a detailed inventory list of all equipment to be utilised exclusively for

rendering this service to the CSIR. Bidders are therefore required to submit as part of their

proposals, a comprehensive list of equipment relevant to the service which is required in this

tender. Bids will be evaluated based on proposals commensurate with the service required.

The following are lists of major items of relevant equipment that I/we presently own or lease and

will have available for this contract or will acquire or hire for this contract if my/our tender is

accepted.

Table: Details of major equipment that is immediately available for this contract.

Quantity Description, size, capacity, etc.

Attach additional pages if more space is required.

SIGNATURE: ............................................................... DATE:


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32 Bidder’s Staff Proposal

Bidder’s proposed staff complement

In terms of the Specification and the Conditions of this tender, the Bidder shall provide a staffing

plan which includes the organogram/summary of the personnel to be utilized for this contract

including the expertise and qualifications of the key personnel.,

Number of staff proposed for the contract

Personnel Site Number

Experience of Management (Key personnel and qualifications)

Category of Employee Name Qualifications Experience

Submit Curriculum Vitae of Key Personnel for each position listed above

Attach additional pages if more space is required.

SIGNATURE: ............................................................... DATE:


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33 Environmental Management Plan



Environmental

Management Plan

Submit Detailed Environmental Management

Plan. Attach plan here.

SIGNATURE: ............................................................... DATE:


CSIR RFP No. 3109/21/04/2017 of 62

34 Quality Management Plan



Quality Management

Plan

Submission of quality plan outlining the

operating standard procedures and

compliances to regulations and best practices

SIGNATURE: ............................................................... DATE:


CSIR RFP No. 3109/21/04/2017 of 62

35 Health and Safety Plan



Health and Safety

Plan

Submit a Health and safety Plan

SIGNATURE: ............................................................... DATE:


CSIR RFP No. 3109/21/04/2017 of 62

36 SCHEDULE OF THE BIDDER’S EXPERIENCE

The bidder must provide details of the bidder's current and experience in providing similar Waste

Management services (on-site waste management and waste removal/ transportation) to

commercial/ corporate establishments.

The Bidder must provide reference letters from contactable corporate clients where the Bidder

has done waste management service; and also populate Table below.

The Bidder must provide the following information:

Table: Details of the Bidder's current and past experience in providing waste

management service

Signed Reference Letters: NOTE: The reference letters must be on the Bidder’s

clients’ letterheads and duly signed. The reference letters must in detail

describe the services offered.



Verification of

Bidder’s Past

experience

Verification of Bidder’s Experience

CSIR RFP No. 3109/21/04/2017 of 62

Client Name

Contact Person

and Telephone

Number

Nature Of Work

(Description of

service

performed and

extent of Bidder's

responsibilities)

Value of

contract

(Inclusive

of VAT)

Contract

duration

(Start and

End Dates)

Signed

Reference

letter

attached

Indicate

Yes /No

CSIR RFP No. 3109/21/04/2017 of 62

SIGNATURE: ............................................................... DATE:

(of person authorised to sign on behalf of the Bidder

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37 Contactable References on past contracts



Verification of

References

Submit Contactable references

SIGNATURE: ............................................................... DATE:


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38 Waste Information Permits and registration Documents



Verification permits

and registration

documents

Submit a Valid Waste Permits and proof of

GWIS registration

SIGNATURE: ............................................................... DATE:


CSIR RFP No. 3109/21/04/2017 of 62

PART B: PRICING PROPOSAL

These are returnable schedules required for evaluation purpose, and will also be

incorporated in the Contract.

39 PRICING INSTRUCTIONS TO BIDDERS

Acquaintance with tender documents, regulations, etc.

By submission of a tender, the bidder will be deemed to have acquainted himself fully with the

tender documents, local authority requirements and by-laws, the standard specifications

applicable, occupational health and safety regulations and all other aspects of the work

envisaged in the documents prior to pricing and submission of this tender.

Arithmetical errors

The quantity surveyor reserves the right to correct arithmetical or other errors in the extension

of rates and totals in the tender. The bidder will be informed of the effect of any corrections

prior to the conclusion of the evaluation process.

Provision for health and safety

The bidder should make adequate provision in the tendered rates and prices in the bill of

quantities to cover the cost of all resources, actions, training and all health and safety

measures envisaged in the OHSA 1993 construction regulations 2014.

CSIR RFP No. 3109/21/04/2017 of 62

40 PRICING SCHEDULE

1. The Service Provider must submit details regarding the tender price for the Services

on the Pricing Schedule form/s attached which completed form/s must be submitted

together with the tender documents.

2. It is a requirement of this tender that the tender price is based on a fixed price for the

duration of 36 months

3. It is an express requirement of this invitation to tender that the Service Providers

provide some transparency in respect to their pricing approach. In this regard, Service

Providers must indicate the basis on which they have calculated their pricing by

completing the Pricing Schedule and providing a breakdown of the costs

NOTE: Pricing should be comprehensive and include as a minimum the following costs:

1) Equipment Costs - The prices quoted must include a detailed schedule of equipment

as per the quantities given in the equipment proposal.

2) Personnel Costs - The prices quoted must be as per the quantities given in the labour

proposal. Wages must conform to the minimum levels where applicable, as per

statutory requirements.

3) Uniform and PPE Costs – as a minimum 2 sets of uniforms and PPE are issued per

year and 1 set of safety shoes for the 36 months

4) Health & Safety and Environmental Compliance as per the Functionality Bidder’s

Proposal

5) Any other costs such as administration, management, profit, etc.

6) If there is any other information that you may feel that is relevant and not mentioned

in this template, please record on a separate sheet with explanations, clearly labelling

the sheet with the cluster number.

7) Please indicate your total bid price here: R…………………………… (compulsory)

(Full Scope)

NOTE: All prices must be VAT inclusive and must be quoted in South African Rand

(ZAR).

1) Are the rates quoted firm for the full period of the contract?

YES NO

2) All additional (other) costs associated the bidder’s offer must be clearly specified and

included in the total bid price.

3) All additional (other) costs associated the bidder’s offer must be clearly specified and

included in the total bid price.

CSIR RFP No. 3109/21/04/2017 of 62

40.1 WASTE MANAGEMENT FIXED FEE

PRICING SCHEDULE

TENDER DETAILS

TENDER DESCRIPTION WASTE MANAGEMENT SERVICES

REFERENCE NUMBER

CONTRACT PERIOD 36 MONTHS

COMPANY (BIDDER'S) NAME

Description Monthly Service Fee

(VAT Excl.)

Yearly Service Sub-

total (VAT Excl.)

Yearly VAT

(Where applicable)

Annual Fee (VAT

Incl.)

Service

Year 1

Year 2

Year 3

3-Year Total

Note: The monthly service fee must be comprehensive and cover labour costs, equipment and all resources required to render the required

services as specified in pricing schedule of this tender document.

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40.2 PRICE BREAKDOWN

The monthly service fee is broken down as follows:

DESCRIPTION

QUANTITY UNIT PRICE/UNIT

(EXCL. VAT)

TOTAL PRICE (EXCL.

VAT)

Total Monthly Equipment

Lease Costs: Price includes

provision of equipment on a

lease basis to the CSIR

including monthly maintenance

costs

R R

Total Monthly Consumables

cost: Price required on exact

products or equivalent. All

products are to be non-

hazardous, environmentally

friendly with MSDS provided on

request

R R

Total Monthly Personnel

Cost Price required on exact

quantities proposed in the

bidders approach

R R

Total Monthly Health &

Safety and Environmental

Compliance including PPE

cost

R R

Other costs R R

MONTHLY SUB-TOTAL (EXCL. VAT) R

VAT R

MONTHLY TOTAL (INCL. VAT) R

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40.3 Additional Labour

In the event of additional labour being required, the cost per worker per day:

Price per worker per 8 hour working day

Normal working days R

Statutory holidays R

Saturdays R

Sundays R

INSURANCE COVER

Amount of public liability insurance: R ……………………………………..

(Attach a copy of the renewal notice of the insurance policy to your tender)

LABOUR CONTENT

What percentage of the contract price is used for labour/salaries? .......... %

MANAGEMENT AND PERSONNEL

Provide an outline of your proposed management structures for this assignment,

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

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

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

Provide an outline of your training and development programme for staff, indicating:

Programmes and courses (internal & external)

Person days of training planned per annum for all staff categories (i.e. supervisors,

operators and workers)

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

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

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40.4 Ad hoc hazardous waste assessment, collection, transportation, treatment and disposal fee

Waste stream Unit of measure Unit Price (Excl. VAT)

VAT Unit Price (Incl. VAT)

Chemical Waste Kg

Biological Waste Kg

Medical Waste Kg

Contaminated empty drums, plastic containers, glass bottles & paper

Kg

Fluorescent tubes Kg

Batteries Kg

Metal powder Kg

Oil 240L drum 240L drum

Testing of unknown substances kg/per sample

Kg/sample

40.5 Consumables price per single consumable unit

Consumable Unit of measure

Unit Price (Excl. VAT)

VAT Unit Price (Incl. VAT)

Sharps bin 20L

Sharps bin 10L

Sharps bin 5L

Box 142L

Liner 142L

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DECLARATION BY BIDDER

Only bidders who completed the declaration below will be considered for evaluation.

RFP No: 3109/21/04/2017

I hereby undertake to render services described in the attached tendering documents to CSIR

in accordance with the requirements and task directives / proposal specifications stipulated in

RFP No. 3109/21/04/2017 at the price/s quoted. My offer/s remains binding upon me and

open for acceptance by the CSIR during the validity period indicated and calculated from the

closing date of the proposal.

I confirm that I am satisfied with regards to the correctness and validity of my proposal; that

the price(s) and rate(s) quoted cover all the services specified in the proposal documents; that

the price(s) and rate(s) cover all my obligations and I accept that any mistakes regarding

price(s) and rate(s) and calculations will be at my own risk.

I accept full responsibility for the proper execution and fulfilment of all obligations and

conditions devolving on me under this proposal as the principal liable for the due fulfilment of

this proposal.

I declare that I have no participation in any collusive practices with any bidder or any other

person regarding this or any other proposal.

I accept that the CSIR may take appropriate actions, deemed necessary, should there be a

conflict of interest or if this declaration proves to be false.

I confirm that I am duly authorised to sign this proposal.

NAME (PRINT) ………………………….

CAPACITY ……………………….

SIGNATURE …………………………….

NAME OF FIRM ………………………….….

DATE ……………………………….

WITNESSES 3 …….……………………………

4 ……….………………………… DATE: .…………………………..

CSIR RFP No. 3109/21/04/2017 of 62

41 ANNEXURE A FUNCTIONALITY EVALUATION

CRITERIA 1: BIDDER’S APPROACH (40%)

Sub-criteria 1.1. General Waste Management 1.2. Waste Recycling 1.3. Hazardous Waste

Management

1.4. Waste Collection

and Transportation

1.5. On site

Management and

reporting

communication

1.6. Capacity/equipment

and consumables

Submission

Requirements

The bidder must provide a

detailed proposal indicating how

the bidder will effectively manage

the collection, transportation and

disposal of General landfill Waste.

The proposal must also outline

how ad-hoc and urgent requests

will be effectively managed in this

regard including the proposed

response times form the time the

request is logged. The bidder

must also provide a detailed

operational Environmental

Management Plan (OEMP).

The bidder must

provide a detailed

proposal indicating how

the bidder will

effectively manage the

collection,

transportation and

processing of

recyclable waste. The

proposal must include,

amongst other things,

the response times,

collection times, cost

rebates for the CSIR

etc.

The bidder must

provide a detailed


the bidder will


collection,

transportation and

processing of

hazardous waste

management. The

proposal must include,

but not limited to: the

response times,

collection times,

managing compliance

requirements etc. The

bidder must outline how

they intend to manage

the containment of a

spillage/ pollution

incident to prevent any

possible escapes of

contamination to

nearby surroundings

The bidder must outline

their approach towards

compliances with the

requirements for

transportation of

dangerous goods

including hazardous

waste material, general

waste, biological waste,

and chemical waste

and/ or any other waste

material that fits the

definition of waste as

stipulated in the NEM:

Waste Act. The bidder

must propose a route

plan that outlines how

they are going to collect

waste from point

source of waste

generation.

The bidder must

provide a detailed


the bidder will


day-to-day activities of

the facility’s waste

management service.

The proposal must

include, but not limited

to: service plan/

schedule, waste sorting

methods, cleaning plan

for waste areas,

process for logging of

waste collection/

removal requests etc.

The bidder will be

required to provide

reports reflecting

statistics on recyclable

and non-recyclable

waste on monthly

basis; the bidder must

The bidder must have capacity in terms of the necessary equipment to render the required service effectively. The bidder is required to provide the following information: •Proposed equipment including appropriate scale •Details of the trucks owned by the bidder i.e. types of trucks, quantity of trucks, proof of ownership. A copy of lease/ rental agreement for trucks if not owned by the bidder. The agreement should clearly indicate the types of trucks and quantities. Proposed consumables

CSIR RFP No. 3109/21/04/2017 of 62

during loading of the

container filled with

used Fluorescent

tubes.

provide a sample/

template of such a

report. The bidder must

also provide a list and

samples of all other

reports that will be

prepared with related

frequency. The bidder

must provide the

communication plan

that includes how they

intend to communicate

any SHE emergencies

and incidents to the

CSIR.

0 Non-submission Non-submission Non-submission Non-submission Non-submission Non-submission

Poor

(score 40)

The proposal for the management

of the general waste is poor / is

unlikely to satisfy contract

objectives or requirements. The

Tenderer has misunderstood

certain aspects of the scope of

work and does not deal with the

critical aspects of the contract.

The proposal is generic and not

tailored to address the specific

contract objectives and

requirements. The approach does

not adequately deal with the

critical characteristics of the

contract. The quality,

environmental and health and

safety plan are too generic and

The proposal for the

management of the

recycling programme is

poor / is unlikely to

satisfy contract

objectives or

requirements. The

Tenderer has

misunderstood certain

aspects of the scope of

work and does not deal

with the critical aspects

of the contract. The

approach does not

adequately deal with

the critical

characteristics of the

contract.

The proposal for the

collection, processing

and management of

hazardous waste is

poor / is unlikely to

satisfy contract

objectives or

requirements. The

proposal is generic and

not tailored to address

the specific contract

objectives and

requirements

The approach does not


the critical


contract indicating the

The proposal for

collection,

transportation of

general waste is poor /

is unlikely to satisfy

contract objectives or

requirements. The

Tenderer has






proposal is generic and

not tailored to address

the specific contract

objectives and

requirements. The

approach does not

The proposal for on site

management of is poor

/ is unlikely to satisfy

contract objectives or

requirements. The

Tenderer has






approach does not


the critical


contract.

The bidder has not

indicated how they will

The proposal is generic

and not tailored to

address the specific


requirements.

The proposed

equipment and

consumables will not

meet the site

requirements.

The bidder has not

demonstrated capacity

to provide the necessary

equipment to render the

service.

CSIR RFP No. 3109/21/04/2017 of 62

not trailered for the scope of work

and the site.

The quality,

environmental and

health and safety plan

are too generic and not

trailered for the scope

of work and the site.

The proposed

equipment and

consumables will not

meet the site

requirements. The daily

work schedule is not

tailored for the site as


bidder has either


aspects of the contract

or has no

experience/capacity.

The response and

collection times have

not been articulated

and/or do not meet

requirements.

The bidder does not

indicate how

containment of a

spillage/ pollution

incident will be

managed to prevent

any possible escape of

contamination to

nearby surroundings

during loading of the

container filled with

used Fluorescent

tubes.


the critical


contract.

The bidder’s approach

does not adequately

outline the compliances

with the requirements

for transportation of

dangerous goods

including hazardous



and chemical waste


material.

The bidder has not

provided a route plan

for the collect ion of

waste from point

source of waste

generation.


day-to-day activities of

the facility’s waste

management service.

The service plan/ is not

tailored for the site as


There are no

procedures for waste

sorting, cleaning plan

for waste areas,


waste collection/

removal requests, SHE

etc.

A sample report has

not been provided.

Satisfactory

(score 70)

The waste management proposal

is specifically tailored to address

the specific contract objectives

and requirements and is

sufficiently flexible to

accommodate changes that may

occur during execution. The

The waste recycling is

specifically tailored to



requirements and is


accommodate changes

The proposal is




requirements and is


accommodate changes

The proposal is




requirements and is


accommodate changes

The proposed

equipment and tools are




requirements and is


CSIR RFP No. 3109/21/04/2017 of 62

quality plan is specifically tailored

to the critical characteristics of the

contract. The quality,

environmental and health and

safety plan is specifically tailored

for the site indicating that the

bidder understood the

characteristics of the site and the

requirements.

that may occur during

execution.

The response and

collection times meets

requirements.


execution.


satisfactorily outlines

the compliances with

the requirements for

transportation of

dangerous goods

including hazardous



and chemical waste


material.

The bidder has

provided a satisfactory

route plan that clearly

outlines how they are

going to collect waste

from point source of

waste generation.


execution.

The daily work

schedule is tailored for

the site as per the

scope of work and is

approached with

ingenuity.

Detailed procedures for

waste sorting, cleaning

plan for waste areas,


waste collection/

removal requests, SHE

etc.

Sample reports have

been provided.

accommodate changes


execution.

The proposed

equipment and

consumables is

satisfactory and will

meet the site

requirements. The daily

work schedule is tailored

for the site as per the

scope of work.

The bidder has

adequately

demonstrated capacity

to provide the necessary

equipment to render the

service.

Good

(score 90)

The waste management proposal

is innovative and meets the

required contract objectives.

Specific requirements for the

contract are outlined indicative

understanding of the contract

specific requirements. The

quality, environmental and health

and safety plan provides

innovative solutions to challenges

experienced on the site.

The general waste

management proposal

is innovative and meets

the required contract

objectives. Specific

requirements for the

contract are outlined

indicative

understanding of the

contract specific

requirements.

The recycling proposal






indicative


contract specific

requirements.

The hazardous waste

management proposal






indicative


contract specific

requirements.

The approach to

performance

management, reporting

and meets the required

contract objectives.

Specific requirements

for the contract are

outlined indicative


contract specific

requirements.

The bidder has adequate capacity to provide the proposed equipment and consumables. The proposed equipment and consumables will meet the site requirements and proposed some cost effective measures to lower operational costs for the CSIR.

CSIR RFP No. 3109/21/04/2017 of 62

The CSIR will reap

significant financial

rewards from the

proposed rebate.


highlights efficient

response and collection

times for the adhoc

hazardous waste

service.

The bidder has outlined

procedures to contain

any waste

contamination during

loading of the container

filled with used

Fluorescent tubes.





transportation of

dangerous goods

including hazardous



and chemical waste


material.

The bidder has


route plan that clearly

outlines how they are

going to collect waste

from point source of

waste generation

The daily work

schedule is tailored for

the site as per the

scope of work and is

approached with

ingenuity.

Sample reports and a

detailed communication

plan for SHE incidents

and statistics have

been provided. The

bidder has indicated

some innovative

approaches to

performance

management.

Very good

(score 100)

Besides meeting the “good” rating,

the important issues are

approached in an innovative and

efficient way, indicating that the

Tenderer has outstanding

knowledge of state-of-the- art

approaches. The waste

management details ways to

improve the contract outcomes

and the quality of the outputs.

Specific Quality Control

procedures are outlined in the

quality management plan. The

environmental Plan indicates stare

of the art approaches that

minimise impact of activities on

Besides meeting the “good” rating, the important issues are approached in an innovative and efficient way, indicating that the Tenderer has outstanding knowledge of state-of-the- art approaches.

Besides meeting the

“good” rating, the

important issues are

approached in an

innovative and efficient

way, indicating that the

Tenderer has

outstanding knowledge

of state-of-the- art

approaches.

Besides meeting the



approached in an



Tenderer has



approaches.





transportation of

Besides meeting the



approached in an



Tenderer has



approaches.

An innovative electronic

system for the provision

of Sample reports and

a detailed

communication plan for

Besides meeting the



approached in an



Tenderer has



approaches.

The proposed

equipment and

consumables will meet

the site requirements

and proposed some cost

CSIR RFP No. 3109/21/04/2017 of 62

environment. The bidder’s past

safety record/statics are provided

in the health and safety plan

indicating successful history and

commitment to the in the

management of health and safety.

A sample risk assessment for the

site is included.

dangerous goods

including hazardous



and chemical waste


material.

The bidder has


route plan that outlines

how they are going to

collect waste from point

source of waste

generation.

SHE incidents and

statistics have been

provided.

effective measures to

lower operational costs

for the CSIR.

CSIR RFP No. 3109/21/04/2017 of 62

CRITERIA 2: BIDDER’S EXPERIENCE

Experience of the Firm and proposed team (40%)

0 Non-submission

Poor

(score 40)

The bidder has no /limited experience in managing hazardous waste. The bidder

has completed less than 2 contracts of similar scope, size and duration.

Satisfactory

(score 70)

The bidder has satisfactory experience in collection, transportation and disposal of

both landfill and hazardous waste. The bidder has experience in managing a

recycling programme of this size. The bidder has successfully completed between 3

to 5 contracts with similar scope and contract values.

Good

(score 90)

The bidder has solid experience in the collection, transportation and disposal of

both landfill and hazardous waste. The bidder has solid experience in managing a

recycling programme of this size and has successfully completed between 6 to 10

contracts with similar scope and contract values.

Very good

(score 100)

The bidder has solid experience in the collection, transportation and disposal of

both landfill and hazardous waste. The bidder has solid experience in managing a

recycling programme of this size and successfully completed more than 10

contracts with similar scope and contract values

CRITERIA 3: PERFORMANCE ON PAST AND CURRENT CONTRACTS (REFERENCES)

15%

Performance on past contracts (references) and staff welfare (15 POINTS)

0 Non-submission

Poor

(score 40)

Poorly rating from clients. Contracts terminated due to non-performance. Poor

record for health and safety and labour relations.

Satisfactory

(score 70)

Satisfactory Rating rated by client. Contracts completed with satisfactory rating

by clients. Good record for health and safety and labour relations.

Good

(score 90)

Good rating from clients. Contracts completed with Good rating by clients. Good

record for health and safety and labour relations. Compliance to basic conditions

of employment.

Excellent

(score 100)

Excellent rating from clients. Contracts completed with excellent rating by clients.

Excellent record for health and safety and labour relations.

CSIR RFP No. 3109/21/04/2017 of 62

CRITERIA 4: PROMOTION OF STAFF WELFARE AND CORPORATE SOCIAL

RESPONSIBILITY (5%)

Promotion of staff welfare and corporate social responsibility (5 points)

0 Non-submission

Poor

(score 40)

- BCEA requirements not met.

- No evidence of medical support provided to staff.

- No evidence that employee job security is promoted by service provider.

Satisfactory

(score 70)

- BCEA requirements met.

- Some evidence of medical support provided to staff, e.g. time off to go see a

doctor is granted with strict limitations.

- Some evidence that employee job security is partially promoted by service

provider.

Good

(score 90)

- BCEA requirements met with some evidence exceeding BCEA requirements

into study leave granted, extra leave days (<15 days p.a), time off for shift

work, extra family responsibility days (< 3 days pa).

- Clear evidence of medical support provided to staff, e.g. Clinic services

available to staff, time off to go see a doctor is a business policy/norm.

- Clear evidence that employee job security is promoted by service provider,

e.g., refresher training/upskilling of employees during contract break periods,

retention on reduced pay, etc.

Excellent

(score 100)

- BCEA requirements met with clear evidence exceeding BCEA requirements

into study leave granted, extra leave days (<15 days p.a), time off for shift

work, extra family responsibility days (< 3 days pa).

- Clear evidence of medical support provided to staff and wellness program is

in place, e.g. Clinic services available to staff, time off to go see a doctor is a

business policy/norm and medical aid offered.

- Clear evidence that employee job security is promoted with a dedicated social

labour program such as upskilling majority of employees, deploying affected

employees to other contracts for succession planning etc.

CSIR RFP No. 3109/21/04/2017 of 62

42 ANNEXURE B – CURRENT EQUIPMENT LIST (INDICATIVE)

4 x Skips.

2 x trucks (1 x for the collection of the waste and 1 x for the lifting of the skips in the waste yard).

8 x 770L bins at the bring in centres.

7 x plastic rakes.

5 x brooms.

156 x 240l wheelie bins (34 red, 97 green, 4 yellow/orange, 16 black, 5 blue).

CSIR RFP No. 3109/21/04/2017 of 62

43 ANNEXURE C – CURRENT WASTE QUANTITIES (INDICATIVE)

2016/17

Months General waste (kg)

Apr – 2016 25 850

May - 2016 66109

Jun - 2016 5 832

July - 2016 4 352

Aug - 2016 2 010

Sept -2016 62 859

Oct - 2016 86 421

Nov - 2016 48 463

Dec - 2016 47 625

Jan - 2017 81 258

Feb - 2017 63 697