CLARIFICATION MEETING Date: 17 May 2019 Venue: New Germany Time: - - PowerPoint PPT Presentation

CLARIFICATION MEETING

Date: 17 May 2019 Venue: New Germany Time: 10H00

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Eskom Values (ZIISCE) / Izimiso Ka-Eskom

VALUE MEANING

ZERO HARM​ Eskom will strive to ensure that zero harm befalls its employees, contractors, the public and the natural environment. INTEGRITY Honesty

• f

purpose, conduct and discipline in actions, and respect for people. INNOVATION Value-adding creativity and results

• riented. Lead through excellence in

innovation. SINOBUNTU Caring. CUSTOMER SATISFACTION A commitment to meet and strive to exceed the needs of the receivers of products and services. EXCELLENCE Acknowledged by all for exceptional standards, performance and professionalism.

ISIMISO SISHO UKUTHINI

ZERO HARM U-Eskom uzoqhubeka nokulwela ukuqinisekisa ukuthi ukuphepha

• kupheleleyo

lapho kwenziwa umsebenzi (Zero Harm) kuba yisikompilo kubasebenzi benkampani,

• sonkontilaki,

umphakathi kanye nokunakekelwa kwemvelo yonkana. UBUQOTHO Ukwenza izinto ngokungaguquki, ngendlela ekhuthaza ukwethenjelwa nokuzibophezela. IKHONO LOKUQAMBA Ukwakha isimiso esivumela ukukhula kwabantu abanamakhono. SINOBUNTU Ukuqhakambisa umusa nozwelo komunye nomunye. UKWANELISEKA KWAMAKHASIM- ENDE Ukuzibophezela ukwenzela amakha- simende umsebenzi

• muhle

ngokuvelele nangokudlulele. UBUHLE OBUVELELE Ukuqhubeka ukulwela ukuba ngophuma phambili ngokusebenza ngendlela evelele nefaneleyo.

AGENDA

Presenter Time Evacuation Procedure Denise Govindan 5 mins Welcome and Scope Denise Govindan 30 mins Commercial Denise Govindan 30 mins Technical Nadim Rassool 15 mins Safety Faith Dube 15 mins Quality Denise Govindan 15 Mins Environmental Faith Dube 15 mins General – Question and Answer session

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EVACUATION PROCEDURE

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Purpose of the clarification meeting

• To assist the Tenderers on the requirements for this tender
• To assist the Tenderers with how to compile the tender documents
• This is NOT a compulsory clarification meeting
• All clarifications and questions with answers will be published on the
• portal. No individual emails will be sent to the tendering companies

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Tender Information

• This tender is a rates based enquiry and there will be no reading out of

rates at tender closing.

• NO LATE TENDERS WILL BE ACCEPTED. Only tenders submitted at

the correct closing location will be accepted. Refer to tender invitation

• Tenderers must submitted 1 original and 1 identical copy of the

tender document

Enquiry No Closing Date Area Duration

DD 6742/AR 31 May 2019 at 10h00 Kranskop Not extending beyond 31 March 2022

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Tender Evaluation

Basic Compliance and Mandatory Evaluation

• Basic Compliance (As per page 8 of the invitation to tender)
• Mandatory Tender Returnable (As per page 9 of the invitation to

tender):

Functionality:

• Technical Folder – Folder 2 on the Eskom Tender Portal.

PPPFA

• Preference Points Scoring System (ranking of tenderers)
• As per Item 1.24 on page 13 of the invitation:

. Objective Criteria

• Quality
• Safety
• Environmental

How the Tender Evaluation will Proceed

STEP 1: BASIC COMPLIANCE

Basic Compliance (As per page 8 of the invitation to tender):

• Meet the eligibility criteria for a tender (as stated in the invitation to tender)
• Submit one original tender , plus (1) complete hard copy of the original tender at

tender deadline

• Submission of the mandatory commercial tender returnables as at stipulated

deadlines

• Companies are to provide SANAS Accredited BBBEE certificate or valid sworn

affidavits confirming their level – non submission will not result in disqualification but will impact on the scoring

• Central Supplier Database (CSD) number (MAA………)
• SBD 1 Tax Compliance Form – Please note that form SBD 1 in the invitation to

tender is a mandatory returnable at tender closing stage!

• SBD 6.1 - Annexure J in the invitation to tender
• COID – please submit a copy of a certificate if there is employees, or obtain an

affidavit if no employees stating as such

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How the Tender Evaluation will Proceed

Mandatory Tender Returnables (As per page 9 of the invitation to tender):

• CSD Registered
• A fully populated price list – Should the price list not be completed in its

entirety the submission will be disqualified

• SBD 1 Tax Compliance Form – Please note that form SBD 1 in the invitation

to tender is a mandatory returnable at tender closing stage!

• SBD 6.1 - Annexure J in the invitation to tender
• Title deed of the property

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How the Tender Evaluation will Proceed

ONLY COMPANIES THAT PASS THE MANDATORY REQUIREMENTS WILL PROCEED TO PART 1 – TECHNICAL EVALUATION

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Technical Evaluation – Part 1

• Lease agreement to be provided by lessor stating terms and conditions which will be required to

be vetted by Eskom Legal department

• To establish a lease agreement for between 3500 m2 - 5000 m2 of land space including

buildings with a combined floor space of between 500 m2 - 600 m2 of buildings space which will be used for offices, workshops, standby quarters and ablutions within 4 km radius from 46 Main street, Kranskop, for approximately 33 months but not extending beyond 31 March 2022

• The lessor will be responsible for insurance of the building and payment of rate and taxes, and

any other municipal charges excluding water and electricity

• Water, Electricity, sewage and refuse costs, if applicable will be paid separately and must not be

included in the total price tendered

• The space must be accessible by people with disabilities either via a ramp or an elevator
• The building should be rated as Grade C or higher
• The property must be located to allow for metro internet connectivity

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Technical Evaluation – Part 1

• After hour access to the property is a requirement
• Offices and other areas to comply with the National Building Regulations
• Offices, restroom facilities, etc to comply with Occupational Health and Safety Legislation
• Eskom requires a 3 month beneficial occupation for tenant installation
• The Lessee may terminate the Contract before the end of the period, on 60 (sixty) business days

written notice to the Lessor. In such a case, in addition thereto that obligations incurred by the Lessee prior to such giving notice remain intact and that the Lessor will credit the Lessee with amounts due to it.

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Mandatory Technical

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• Physical address of the property – if only a portion of the property is

being leased, provide exact location etc

Mandatory Returnables

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• CSD Registered – CSD Report to be Submitted
• A fully populated price list – Should the price list not be completed in its

entirety the submission will be disqualified

• SBD 1 Tax Compliance Form - to be completed, signed and submitted as a

tender returnable - Should the SBD 1 Form not be completed in its entirety the supplier will be disqualified.

• SBD 6.1- Preference Points Claim Form in terms of PPPFA 2017 regulations

How the Tender Evaluation will Proceed

STAGE 2 : FUNCTIONALITY EVALUATION

• Requirements can be found in the Technical Folder – Folder 2 on the

Eskom Tender Portal

• There is a threshold of 85% required in Part 1 in order to be deemed

compliant in terms of functionality to proceed to the next stage of the evaluation.

• Suppliers who do not meet the 85% threshold will be disqualified at

this point and will not move on to the next stage of the evaluation.

• The Technical Representative will go through the requirements now

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PART 1

The physical condition of the site evaluation will only be conducted for those tenderers that achieve a 85% threshold on Part 1 of the technical evaluation based on the tender submission

Technical Evaluation Criteria - Part 1 Weight

• A. Land space required is between 3500 m² - 5000 m²

Score 10 if greater than 3500 m² and less than 5000 m² Score 0 if less than 3500m² or greater than 5000 m² 40%

• B. Building structure space required is between 500 m² - 6000

m² Score 10 if greater than 500 m² and less than 600 m² Score 0 if less than 500m² or greater than 600 m² 30%

• C. Within 4 km of current location (46 Main Street, Kranskop)

Score 10 if located less than/equal to 4km of current location Score 5 if located at between 4 km and 5 km of current location Score 0 if located greater than 5 km of current location 30%

How the Tender Evaluation will Proceed

ONLY COMPANIES THAT ACHIEVE 85% IN STAGE 1 WILL PROCEED TO THE NEXT STAGE: PART 2: SITE TECHNICAL EVALUATION

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How the Tender Evaluation will Proceed

• Part 2 of the evaluation will only be done if a minimum score of 85% is achieved

in Part 1 Note: The final technical evaluation score will comprise solely of the evaluated score received in Part 2 of the technical evaluation criteria.

• A minimum threshold of 80% must be achieved in Part 2 for the tenderer to

successfully pass the technical evaluation criteria

• This will entail an on-site assessment of the property by the Eskom team
• A minimum score of 50% is required in each of the criteria’s 1 - 3 below and an
• verall score of 80% is required to deem part 2 as passed

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Part 2

• Eskom reserves the right, at their discretion, to reduce the threshold in a tiered

scales starting with 75% and decreasing at increments of 5% to a minimum threshold of 60% for Part 2 should all tenderers not be able to meet the 80% requirement

Technical Evaluation Criteria - Part 2 Suitability of Property for desired use Weight

• 1. Location suitability assessment (does the location serve the need,

ease of accessibility to end-users such as closeness to main roads, taxi routes etc.) 20%

• 2. Condition of the property assessment, evaluation of systems and

certificates, grade of the building, availability of services 20%

• 3. Existing layout and fit for use assessment (e.g. office space, storage

space, disability access, warehouse space, parking space and distance to entrances, ablutions, kitchens, drawings etc.) 20%

• 4. IT Assessment, including Metro internet connectivity assessment to

site if required 20%

• 5. Security Assessment including access control, CCTV, electric fence,

type of perimeter fence, security gates and burglar bars to windows and doors, safety to end-users, crime rate of the area 20%

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Price List

A fully priced price list– Should the price list not be completed in its entirety the submission will be disqualified

• The price list should be reflective of a gross lease agreement. Eskom shall pay for water,

electricity, sewage and refuse cost if applicable. These costs will be paid separately and must not be included in the total price tendered. Rates and taxes and any other municipal cost are the responsibility of the lessor. The gross lease agreement should have a clear breakdown of all cost making up the monthly rental cost. It is therefore imperative that the tenderer list all cost payable by Eskom. The tenderer is advised to add any items on the list that will be recoverable from Eskom during the course of this lease agreement Item Description Unit QTY (A) Rate (B) Monthly cost (C) C = A x B 1 Net rent for office space m2 R R 2 Other: R R 3 Other: R R 4 Other: R R 5 Other: R R 6 Other: R R 7 Other: R R 8 Other: R R Total cost of lease per month R

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Escalation Table

Item Description Unit Yr2 Yr3 Yr4 1 Net rent for office space % 2 Other: % 3 Other: % 4 Other: % 5 Other: % 6 Other: % 7 Other: % 8 Other: % 9 Other: % 10 Other: %

How the Tender Evaluation will Proceed

STAGE 4: OBJECTIVE CRITERIA EVALUATION

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How the Tender Evaluation will Proceed

The following objective criteria apply:

• Safety requirements;
• Environmental Requirements;
• Quality Requirements; and

The Representatives will go through each requirements individually

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How the Tender Evaluation will Proceed

THIS IS VERY IMPORTANT TO NOTE:

• This is NOT a development contract. Therefore the identified suppliers in

terms of the 80/20 PPPFA preferential point scoring will be evaluated for

• bjective criteria. Should these suppliers not meet the requirement at tender

stage they will be given only 1 opportunity to submit the outstanding requirements.

• Should the suppliers still not satisfy the requirement they will then be

DISQUALIFIED and the next supplier in terms of the 80/20 PPPFA preferential point scoring will be selected to take part in this enquiry.

• You will only be given 1 opportunity to submit the outstanding requirement and

even if you mistakenly omit 1 of the requirements or don’t pass the requirement for any reason you WILL NOT be given an opportunity to correct the error. Your submission will be disqualified

.

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Final Stage – Obtaining a standard rate to be paid for the services

• Once the top Supplier is finalized a mandate to negotiate with the

supplier may be obtained from the tender committee in order to negotiate rates with the supplier.

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Requirements in terms of completing the tender

• No correction fluid to be used on the enquiry document
• All pages must be initialed
• All certificates submitted must be valid
• Tender documents must be tamper proof and secured
• All queries to be addressed to the Buyer in writing. No telephone

calls will be accepted for queries regarding this tender

• Closing time for all queries is 5 days prior to tender Closing Date

Binding of Tender Documents

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The pages are not secure and punched

• Ring binders should not

be used:

 Pages may be removed  Pages tend to come loose from the binding during the stamping and handle process

How the Tender Evaluation will Proceed

STAGE 3: RANKING OF THE SUPPLIERS As per Item1.22 of the invitation:

• Suppliers will be ranked by applying the preferential point scoring

based on the: 80/20 principle

• Eskom will then add the score from Pricing and the B-BBEE level

together and rank the suppliers from the highest to the lowest.

• After being ranked in terms of the 80/20 PPPFA preferential point

scoring will continue to the next stage of being evaluated for compliance to the objective criteria

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Binding of Tender Documents…cont

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The clip tends to bend with the size of the tender and during the handling of the tender.

• Lever Arch Files

should not be used:

 Pages may be removed  Tender Document is not tamper proof

• File fasters pose a

safety risk when handling tender documents

Binding of Tender Documents …. cont

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Tamper Proof Binding of Tender Documents

Binding of Tender Documents …. cont

Contractors must ensure:

• Tender documents are tamper proof and that no pages can be

removed or added during the evaluation and handling process

• That the Tender document will be secure throughout the tender

handling process

• That the Tender document is reasonably sized and secure - to

enable stamping and the handling process is smooth and efficient

• Tender documents may be stapled or the use of file fasteners

maybe used and then sealed with the binding tape to ensure that the document is safe to handle as well as tamper proof

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Notes on the Evaluation

• All tendering companies will be subjected to the same evaluation
• criteria. Do not assume that because you have worked for Eskom prior

to this or provided an office space then the Eskom team will know your company and know whether you have the necessary requirements. In the functionality stage of the evaluation Eskom will ONLY evaluate what documents you provide in the tender submission.

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Vendor Management for Suppliers with no vendor numbers

• Please note that Vendor Management (For companies with no vendor

number) evaluations will still need to be done prior to the company being able to sign a contract. Only all the required evaluations are done and passed successfully will the company be able to sign contracts and legible to receive work

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Supplier Development & Localisation

• Tenderers are encouraged to propose Skills Development initiatives in

terms of the Skills required for this service

• These will form part of the contractual obligation with the successful

contractors

• Refer to the SD&L folder on the Eskom Tender Portal for the forms to be

completed

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Safety Health and Environmental

• Refer to Folder 3 – Safety Requirements for the Safety File interleaves on

the Eskom Tender Portal

NO REQUIREMENT 1 Acknowledgement for Eskom rules and requirements (Annexure B). Acknowledgement of the form must be fully completed, i.e. MD/CEO signatures 4 Proof of insurance for a building

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Quality

• Refer to Folder 4 – Quality Requirements for the Quality File interleaves
• n the Eskom Tender Portal

NO REQUIREMENT 1 Completed and signed form A Ensure form A is signed

Environmental

Refer to Folder 5 – Environmental Requirements for the Environmental File interleaves on the Eskom Tender Portal

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NO REQUIREMENT 1 Due diligence Assessment of the property If there are any historic environmental issues on the property. E.g. Hazardous chemicals or indigenous/protected trees on site, etc.) 2 Details of Interested Parties contact details of neighbours around the property) Note: this is an ISO14001:2015 requirement and KZN OU is an ISO14001 certified electricity utility 3 Copies of environmental authorisations/licenses/permits Provide copies of above if the land owner has any.

General Questions

• Contractors are encouraged to ensure by double checking before

submitting their tender - that their tender document meets with the all the requirements for the Tender

• Contractors are encouraged to submit their tender documents before

the closing date and not wait to submit on the day of tender closing

• This is not a compulsory meeting and therefore companies not at the

clarification meeting are permitted to submit tenders.

• What do we print? Everything loaded on the portal with the exception
• f the policies
• Do we complete all incl Invitation to tender forms? YES

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Thank you