COMPULSORY TENDER BRIEFING SESSION FOR BID: AGSA/10/2019 - Appointment of Car Hire Service provider/s for a period of five (5) years - Auditor ...

9 May 2017

COMPULSORY TENDER BRIEFING SESSION FOR
BID:
AGSA/10/2019 – Appointment of Car Hire Service provider/s for a period of
five (5) years

Reputation promise/mission

  The Auditor-General of South Africa (AGSA) has a
    constitutional mandate and, as the Supreme Audit
Institution (SAI) of South Africa, exists to strengthen our
    constitutional democracy by enabling oversight,
  accountability and governance in the public sector
 through auditing, thereby building public confidence.

Contents

1.   Important Points on the Tender
2.   Tender Evaluation Process
3.   Eligibility/Pre-qualification criteria
4.   Technical evaluation
5.   SCM Requirements: Administrative Requirements
6.   B-BBEE and Price Evaluation
7.   Disqualification from Tender

1. Important Points on the Tender
    CLOSING DATE: 22 July 2019

 TIME: 15H00

 VENUE TO SUBMIT TENDER: Corporate Legal and Provisioning Services, Brooklyn
    Gardens, East Wing , First Floor, 235 Veale Street (corner Veale and Middel Streets),
    New Muckleneuk, Brooklyn, Pretoria

 All requirements above the value of R1 million (including VAT) go through a bid process

 The bid will be evaluated using the 80/20 method

 Any clarifications required by the bidder regarding the bid should be requested in writing to
  the officials mentioned below on or before 15H00, MONDAY, 15 July 2019.

    - General Enquiries – Celia Mabusela, E-mail: MabuselaC@agsa.co.za and Mandisi Ngozi,
       Email: NgoziM@agsa.co.za
    - Technical Enquiries – Zuzi Msutu/Phumlani Hadebe E-mail: zuziwems@agsa.co.za/
      phumlanih@agsa.co.za

2. Tender Evaluation Process

1. Eligibility/Pre-qualification process

2. Technical evaluation

3. Price and B-BBEE

4. B-BBEE (20%) and Price (80%)

3. Eligibility/Pre-qualification criteria
1.   The bidder must have a minimum of 30 vehicles (this can be a mix of sedans manual
     transmission, sedans automatic and SUV/double cabs) in each of the province they are bidding
     for (Bidder must indicate in Annexure A, their average fleet per province and also submit the
     insurance cover schedule which will give indication of the average cars insured)

2.   The bidder must have a branch in the airports where they provide service (Bidder must indicate in
     Annexure B the location of their offices and also provide contact details). The AGSA will
     inspect/verify the offices stated by the bidder.

3.   The bidder must provide a minimum of 3 contactable references from corporate clients or
     government departments to whom the bidder has provided car hire services. (Bidder must submit
     and attach written letters as annexure C which would state the service period and nature of
     service rendered). NO reference letters from AGSA will be considered

4.   The bidder must have insurance cover which includes 24 hours/7 days a week roadside
     assistance (toll free line) road side assistance for the fleet the company is leasing (Bidder must
     submit and attach their copy of insurance schedule as annexure D)

4. Technical requirements
1.   Booking System – The bidder must explain how they handle booking. Provide print screen for your system and explain how
     your booking system works

2.   Invoice and Statements - The bidder must explain their accounting/payment system. Provide sample of invoice

3.   Accident Claims - The bidder must explain their claims management system. Provide print screen for claims system

4.   Reservations and support- – The bidder must explain how their reservation and support operates and submit the
     operations guide and workflow

5.   Dedicated resource/personnel - The bidder is required to provide a dedicated key accounts manager/ resource personnel.
     Bidder is required to provide written confirmation as part of their operation model to confirm resources required and provide a
     sample of reports indicated below :
                     a)    Report on the car transactions and spend
                      b)   B. Cost savings
                      c)   C. Accident reports
                      d)   D. Carbon emission
                      e)   E. Traffic fines

6.   Value-added services- The bidder is required to indicate if they provide the following services

                     a)    Free delivery and collection within 30 km radius
                     b)    Priority queue service
                     c)    Loyalty cards for all executives (minimum 30) with complimentary upgrade based on
                           availability

7.   Car rental industry association/ body – The bidder is required to advise if the company a registered member of the
     recognised verifiable vehicle rental and leasing body/association If yes attach certificate of association

5. Administrative SCM requirements

 (Pty) Ltd companies must submit the following documents:
   Valid Tax Clearance Certificate or Tax compliance status pin
   Latest copy of certificate of confirmation as issued by CIPC
   Copies of Share Certificates of unlisted companies, where applicable
   Formal approval letter from the JSE of listed companies
   Bidders without share certificates should submit a list of their
     shareholders on a letter with the company’s letterhead

 CC companies must submit the following documents:
   Latest copy of certificate of confirmation as issued by CIPC
   Valid Tax Clearance Certificate or Tax compliance status pin

 Partnerships must submit the following documents;
  √ A partnership agreement must be submitted
  √ Certified ID copies of each partner must be submitted

5. Administrative SCM requirements cont..

 Joint Ventures (JVs) Consortiums must submit the following
  documents (In addition to the (Pty) Ltd and CC requirements):
   In the case of consortium/JV/subcontractors, bidders are required to
    provide copies of signed agreements stipulating the work split and Rand
    value
   Each party must submit Valid Tax Clearance Certificate or Tax compliance
    status pin
   A consolidated B-BBEE scorecard for the JV/Consortium

5. Administrative SCM requirements cont..

 Trust must submit the following documents:
   A copy of a registered Deed of Trust and the Letter of Authority from the
   relevant Master of the High Court

 Please note that incomplete copies of the registration documents will not be
  acceptable and in cases where a name of an organization has been
  changed since it was incorporated kindly provide the name change
  certificates

5. Administrative SCM requirements cont…

All bidders must submit the following documents;
 Company Profile
 Copy of cancelled cheque / Letter from a financial institution (not be older than 3
     months)
 Certified copies of Directors original ID`s whose names appear on the company
     registration documents (certified copies must not be older than 3 months)
 Copy of latest audited full set of annual financial statements (2017-18 and 2018-19)
     independently reviewed or signed by an accounting officer. Copies of group
     company/holding company and/or international company financial statements are not
     acceptable; NB All sets must be submitted inclusive of the income statement, balance
     sheet, cash flow statement, directors report, statement of changes in equity (where
     applicable), accounting policy and notes to the financial statements. Signed audit report
     on both financial years required, where applicable. The financial statements are
     important for AGSA to determine the financial viability of the bidders

 Original and valid B-BBEE status level verification certificate or a certified copy thereof,
  substantiating their B-BBEE rating issued by a verification professional regulator . In the
  case of EME's and QSE's, a certified sworn affidavit is to be submitted

5. Administrative SCM requirements cont.…

   B-BBEE claim form
   Declaration of bidders past SCM practices
   Declaration of Interest form
   General terms and conditions of contract/bid (AGSA)
   Declaration in terms of fronting practices
   Certificate of Independent Bid Determination
   All pages of bid document are initialled
   One original bid document submitted including supporting documents
   Electronic copy of the bid document including supporting documents

6. B-BBEE and Price Evaluation

 B-BBEE (20%): Bidders must submit an original and valid B-BBEE status
  level verification certificate or a certified copy thereof, substantiating their B-
  BBEE rating issued by a verification professional regulator. In the case of
  EME's and QSE's, a certified sworn affidavit is to be submitted.

 Price (80%): Only the pricing schedule issued with the bid document must
  be used.

7. Disqualification from the Tender Process

 Non compliance with the eligibility/pre-qualification criteria elements
 Bidders which does any one or more of the following, and such
  disqualification may take place without prior notice to the offending bidder:
    Bidders       which    failed     to   submit       all     the   mandatory
     information/documentation (SCM and technical specification) as per
     the requirements of the RFB
    Bidders which submitted incomplete documentation as per ALL
     requirements of this RFB
    Bidders which submitted information that is fraudulent, factually untrue or
     inaccurate, for example memberships that do not exist, BEE credentials,
     experience, etc. or
    Bidders, which received information not available to other bidder that
     may result in such vendor having an unfair advantage over other bidders

Question and Answer Session

Thank you

            www.agsa.co.za

            Auditor-General of South Africa

            Follow the AGSA on Twitter:
            @AuditorGen_SA