INVITATION TO TENDER
To Whom it may concern,
An invitation is hereby extended
to interested parties to tender for the provision of sanitation services for
the AFRICA AEROSPACE & DEFENCE 2008 exhibition, to be held from 17 to 21
September 2008 at AFB Ysterplaat,
Under the auspices of a partnership between the Commercial Aviation Association of Southern Africa (CAASA Trust), the South African Aerospace, Maritime and Defence Industries Association (AMD), the Armaments Corporation of South Africa (Armscor), and the Department of Defence (DOD), (hereinafter referred to as the Show Owner)- a combined civil military trade exhibition will be staged at Air Force Base Ysterplaat, Cape Town, over the period 17 to 21 September 2008, both dates included.
The first three days are reserved for the trade, while the last two days will be public days.
The trade exhibition is expected to have net sales of 7 500m² indoor space and 7 500m² outdoor space (static park).
On the 2 public days, the SAAF will present an air display which will attract an estimated 100 000 over the period. On the 3 trade days, an estimated 12 000 trade visitors are expected.
LS
Hamilton
Executive Committee Chairperson & Show Director: AAD’08
BATHROOM, TOILET AND SANITATION
FACILITIES (TENDER NO: AAD08/09
DATES
BUILD-UP: 08 SEPTEMBER 2008 TO 16 SEPTEMBER
2008
SHOW DATES: 17 TO 19 SEPTEMBER 2008 – TRADE DAYS
21 TO 22
SEPTEMBER 2008 – PUBLIC DAYS
BREAK DOWN: 23 TO 25 SEPTEMBER 2008
Quotations are requested from interested parties
for the provision of the following: -
The tenderer must supply the following services: -
·
20 VIP Double trailer units for the VIP chalet
line.
·
130 Flushable chemical Units
·
2 Disabled Units
The tenderer must also quote on the supply of the
following services: -
·
All janitorial services
·
Supply of consumables
QUOTATION FORM
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No |
Service |
Price |
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1 |
150 x Flushable Chemical Units |
R |
|
2 |
2 x Disabled Units |
R |
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3 |
20 x Double VIP trailer units |
R |
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TOTAL |
R |
|
TENDER CONDITIONS:
All tenders will be handled and evaluated in accordance with the
following conditions:
1.
Tenders are to remain valid for a period of 30 working days after the
closing date.
2.
The closing date of the tenders will be 12:00 on 30 April 2008.
3.
Submission of Tenders
Each tender (5 x copies) should
be submitted in a separate and sealed envelope, with the NAME and ADDRESS
OF THE TENDERER, THE TENDER NUMBER AND THE CLOSING DATE distinctly printed
thereupon.
The tender must be directed to :
THE TENDER EVALUATION COMMITTEE
CENTURION
0046
And be posted to reach the
destination not later than the time of the closing, or is to be placed in the
tender box before the closing time at :
AAD
2008 OFFICES
PRIESKA STR
ERASMUSKLOOF
The closing date and time of the
tender is :
4.
Tender for the supply of the services described in the attached
documents are invited in accordance with the provisions of the General
Conditions of the Contract attached hereto and marked Annexure “A” as well as
any special conditions contained in these documents.
5.
Tenderers are considered to have properly examined this invitation and
to have satisfied themselves as to the correctness and sufficiency of their
tenders and their prices.
6.
For the right to be appointed as the preferred and AAD-accredited
supplier for Tenders numbered AAD08-02 (AAD Exhibition Service Provider) and
AAD08-03 (On-site Freight Handling) the successful tenderer will be required to
tender to pay to the Show Owner a concession fee, 50% to be paid 30 days before
the commencement of the event and the remaining 50% within 30 days after the
conclusion of the event. This fee must
be dealt with fully in the tender. In
return for the concession fee the successful tenderer will be entitled to the
following:
·
AAD Accredited preferred supplier
·
Supplier to the AAD Organisers
·
Exclusive right to set up office and storage facilities at AFB
Ysterplaat
·
Listing in the Exhibitors’ Manual and on the AAD Website
·
Sole on-site supplier of listed services
7.
Tenders must include the expected remuneration for the services
offered. All prices must be quoted in
South African currency and must include Value Added Tax (VAT). The rate of VAT must be stated.
8.
Tenders containing erasures or alterations, and tenders, in which prices
are not clearly and legibly stated, may, at the sole discretion of the
Executive Committee, be excluded from consideration.
9.
The tenderer undertakes that it will comply with all laws and
regulations relating to events, exhibitions and the like, including, and not
limited to, the Occupational Health and Safety Act, Disaster Management Act,
Fire Regulations, Emergency procedures, etc.
10.
The tenderer must provide to the satisfaction of the Show Owner proof of
sufficient Public Liability Insurance commensurate with the service to be
provided.
11.
The Show Owners reserve the right to seek clarification from any and all
Tenderers during the evaluation process.
12.
All tenders will be handled in strict confidence.
13.
The issuing of this invitation to tender does not in any way bind the
Show Owner to enter into an agreement with the tenderer nor to create any reasonable
expectation on the side of the tenderor.
The Show Owner will not be accountable for any costs incurred by the
Tenderer.
14.
Notices are not sent to unsuccessful tenderers.
15.
A bidders briefing will be held on 09 May 2007 at 11:00 at Air Force
Base Ysterplaat in
14. CRITICAL
CRITERIA
14.1 Attending
the mandatory bidder’s briefing at 11:30 on 16 April 2008 at AFB Ysterplaat,
14.2 Ability
to meet the final delivery date;
14.3 Compliance
with the full scope of work;
14.4 Does
the tenderer have a branch office in
14.5 Submission
of tenderer’s Broad Based Black Economic Empowerment details;
14.6 Submission
of sufficient information to prove the tenderer’s competency, knowledge base
and expertise regarding capabilities to perform the required task.
15. AWARDING OF TENDERS
The following points apply:
Price: 35
Critical
criteria: 45
Broad
Based Black Economic Empowerment Score: 20
TOTAL: 100
ANNEXURE A
1. TENDERER’S
PROPOSAL
1.1.
The Tenderer’s
proposal must demonstrate clearly and convincingly that he has a thorough
understanding of the requirements, obligations and associated risks. Proposals must also demonstrate that the
Tenderer is able, willing and competent to devote the resources necessary to
meet those requirements, and has valid and practical solutions to satisfy them.
1.2.
Any
assumptions made by the Tenderer in the preparation of the proposal shall be
clearly identified in his response.
1.3.
Tenderer’s proposals
shall be signed by an officer of the Tenderer who is duly authorised to both
commit such necessary resources and to bind the Tenderer to a contract. (The relevant company resolution to be
attached)
1.4.
Tenderers should note
that further information/documentation may be required after current bid phase
and prior to awarding the contract.
1.5.
The Tenderer’s
proposal shall serve as an offer to execute his obligations on the terms and
conditions contained in this contract and annexures which contract shall become
effective on date of acceptance of Tenderer’s proposal by the Executive
Committee.
2. ALL
TENDERERS SHALL COMPLY WITH THE FOLLOWING:
2.1.
The Tenderer shall confirm acceptance of, and
compliance with, the terms and conditions herein specified on a
condition-by-condition basis, and also to undertake to accept changes to the
aforesaid terms and conditions in the event that such amended terms are
imposed.
2.2.
The pages of the
tender are numbered from one, and the final page bears the word “and
last”. The Tenderer should check numbers
on the pages and no liability arising from claims owing to the omission or
duplication of pages will be recognised by Africa Aerospace & Defence
2008. The appendices mentioned in these
pages form part of the tender.
2.3.
All Tenderers shall:
2.3.1.
Insert
their name at the top of each price schedule form used (a rubber stamp may be
used);
2.3.2.
Insert
the information in the spaces provided in the price schedules by writing or
typing on the solid lines only (additional information should be contained in a
separate annexure);
2.3.3.
If
they wish to make more than one tender, they should apply for additional copies
of the offer document or photocopy one or more pages, and they must not retype
or redraft any of the forms used;
2.3.4.
Indicate
the prices in the units shown;
2.3.5.
Indicate
whether the services offered comply with the specified requirements, and
furnish particulars of deviations if this is not so;
2.3.6.
Complete
all appendices.
3.
COMPLIANCE WITH
LAWS AND REGULATIONS
3.1.
The tenderer undertakes that it will comply with
all laws and regulations relating to events, exhibitions and the like, including,
and not limited to, the Occupational Health and Safety Act, Disaster Management
Act, Fire Regulations, Emergency procedures, Defence Act, etc.
4. TAX
CLEARANCE CERTIFICATE
4.1.
Every
offeror is required to submit an original and valid Tax Clearance Certificate
by closing date and time of an offer and upon invoicing should the tenderer be
successful. Payment of any invoice will
be deferred until said clearance certificate is presented.
5. ACCEPTANCE
OF TENDER
5.1.
The acceptance of any
tender will be at the absolute discretion of the Executive Committee of the
Show Owner.
5.2.
The
Show Owner is not obliged to accept the lowest tender
5.3.
No correspondence
will be entered into with unsuccessful tenders and the Show Owner is not
obliged to furnish reasons for the non-acceptance of any tender.
5.4.
The Show Owner
reserves the right to accept part of the Tenderer’s tender unless the Tenderer
specifically excludes such an option.
6. PRICE
AND PAYMENT
6.1.
Tendered prices are
to be inclusive of all costs of complying with the conditions of Tender and
associated with carrying out all matters and doing all things necessary for the
due and proper performance and completion of the proposed Contract.
6.2.
Prices quoted must be
fixed. An allowance for unforeseen costs
can be agreed upon with the successful contractor.
6.3.
The allowance agreed
upon in respect of unforeseen costs will not exceed 1% (one percent) of the
contract price.
6.4.
Any claim for payment
by the contractors in respect of undisclosed cost will be accompanied by an
invoice. Payment will only be made upon
receipt of such an invoice and documentary proof of such cost incurred, and
payments will be within the sole discretion of Africa Aerospace & Defence
2008. Claims in respect of undisclosed
costs will be limited to costs incurred due to no default of the Contractor.
7. ADVANCES
AGAINST THE CONTRACT PRICE
7.1.
No payments in advance of performance of work will be
made.
8. FORCE
MAJEURE
8.1.
A party is not liable
for a failure to perform any of its obligations in so far as it proves:
8.1.1.
That
the failure is due to an impediment beyond its control.
8.1.2.
That
it could not reasonably be expected to have taken the impediment and its
effects upon the Party’s ability to perform into account at the time of the
conclusion of the contract; and
8.1.3.
That
it could not reasonably have avoided or overcome the impediment or at least its
effects.
8.2.
An impediment in
sub-clause 8.1 may result from events such as the following, this enumeration
not being exhaustive:
8.2.1.
War,
whether declared or not, civil war, civil violence, riots and revolutions, acts
of piracy, acts of sabotage;
8.2.2.
Natural
disasters such as violent storms, cyclones, earthquakes, tidal waves, floods,
destruction by lightning;
8.2.3.
Explosions,
fires, destruction of machines, of factories and of any kind of installation;
8.2.4.
Boycotts,
strikes and lockouts of all kinds, go-slows, occupation of factories and
premises, and work stoppages;
8.2.5.
Acts
of authority, whether lawful or unlawful, apart from acts for which the Party
seeking relief has assumed the risk by virtue or any other provisions of this Agreement;
and apart from the matters mentioned in sub clause 8.3 infra.
8.3.
For the purpose of
sub clause 8.1 supra “impediment” does not include lack of authorisation of
licenses or permits or approvals necessary for the performance of the contract
and to be issued by the appropriate public authority.
8.4.
If the delivery of
supplies or the rendering of the service is likely to be delayed on account of
any of the aforesaid reasons, full particulars of the circumstances must be
notified forthwith, in writing, to the Executive Committee of Africa Aerospace
& Defence 2008 and at the same time by the contractor must state when
extension of the delivery period is desired by him. The Show Owner however
reserves the right to appoint another contractor that is in a position to
provide the service, should any of the above impediments only affect the
tenderer.
9. CO-OPERATION
WITH SHOW OWNER AND OTHER SERVICE PROVIDERS
9.1.
The Tenderer, through
a designated official, shall serve on the Operational Committee and attend all
the meetings as scheduled.
9.2.
The Tenderer shall be
responsible for the liaison with the other service providers appointed by the
Executive Committee.
10. BREACH
10.1.
Due to
the fact that time is of the essence in regard to the performance by the
Tenderer of his obligations in terms of the agreement the following terms will
apply in the event of any breach of this agreement.
10.1.1. The
Show Owner shall be entitled, notwithstanding anything elsewhere provided and
without prejudice to any rights he may have, to cancel the agreement immediately
after the Tenderer failed to rectify any breach of this agreement after having
received 24 hours notice to rectify such breach of this agreement.
10.1.1.1.1.
Such
notice shall be in writing and can be sent to the fax number contained in the
information schedule.
10.1.1.1.2.
After
cancellation of the agreement the Show Owner shall be entitled to, without any
tender procedure to appoint another contractor to perform the Tenderer’s
obligations in terms of this agreement.
10.1.1.1.3.
The
Tenderer shall be liable for any additional costs incurred should such an
alternative contractor be employed.
10.1.1.1.4.
The
Tenderer also authorises the Show Owner to deduct any such amount from any
amount that may be owing to the tenderer.
10.1.1.1.5.
In the
event of the agreement being cancelled the Tenderer shall immediately vacate
the venue and shall not remove any fixtures, fittings and equipment brought
into the venue in the execution of his obligations in terms of this agreement.
10.1.1.1.6.
The
Tenderer will however still be entitled to invoice the Show Owner for the work
actually done and/or materials supplied provided these can still be used by the
Show Owner in the context of the Show.
11. WRONGFUL
USE OF OR INTERFERENCE WITH PROPERTY
11.1.
The
Tenderer, his respective servants or agents shall not wrongfully use or
interfere with the buildings, ways, temporary work appliances, equipment or
other property at the venue or be guilty of any breach of infringement of any
Act of Parliament or by law. The
Tenderer accepts that he is vicariously liable for the actions of his set
servants or agents.
12. CESSION
12.1.
The
Tenderer may not cede or assign any of his rights or obligations hereunder
without prior written consent of the Show Owner.
13. JURISDICTION
13.1.
The
Tenderer hereby consents to the jurisdiction of the Magistrates court having
jurisdiction over the tenderer in respect of all legal proceedings concerning
this agreement.
14. WARRANTY
14.1.
The Tenderer
unconditionally warrants the correctness of all information contained in this
proposal.
14.2.
The Tenderer
unconditionally gives to and in favour of the Show Owner warranties set out in
this agreement. Each such warranty is: -
14.2.1.
a
separate warranty and is in no way limited or restricted by inference from the
terms of the warranty;
14.2.2.
continues
and remains in force notwithstanding the completion of any or all the
transactions contemplated in this agreement;
14.2.3.
is
deemed to be material and to be a material representation inducing the
Executive Committee to enter into this agreement.
15.
DOMICILIUM CITANDI ET EXECUTANDI
The chosen domicilium citandi et executandi is as
follows:
SHOW
OWNER THE
CHAIRPERSON
THE
EXECUTIVE COMMITTEE
TENDERER AS
PER THE INFORMATION SCHEDULE ANNEXED HERETO.
DECLARATION
I/We hereby offer to supply the services described in the attached documents on the terms and conditions and in accordance with the specifications stipulated therein, and also in accordance with the conditions set out in the general conditions of contract (and I/We acknowledge that I/We am/are acquainted therewith) at the price and on the terms of execution inserted by me/us.
I/We agree :
1.
That this tender shall remain binding on me/us and
open for acceptance for the period stipulated above.
2.
That if my/our tender is accepted, the acceptance
will be communicated to me/us by letter or order through the post, and such
acceptance shall continue to contract between me/us and Africa Aerospace &
Defence, subject to the terms and conditions the stipulated in Annexure A, the
contents which I/we acknowledge ourselves to be acquainted with.
I/We choose as domicilium
citandi et executandi in the Republic :
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(no post box or private bag)
IN BLOCK LETTERS ON BEHALF
OF :
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Complete registered name of offeror |
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Postal Address |
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Telephone No |
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Facsimile No |
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Date |
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AUTHORISATION AND SURETY
I, (name
and address) herewith warrants my full authorisation to execute this document
for and on behalf of the Tenderer and bind myself as surety in favour of the
Show Owner for and on behalf of the Tenderer in respect of the due performance
by the Tenderer of its obligations towards the Show Owner in terms of this
agreement and for any damages incurred by the Show Owner due to any breach of
this agreement by the Tenderer.
Signed on this day of 200 .
Company:
Signature:
Print Name:
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TENDER NUMBER |
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CLOSING AT 15:00 ON |
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31 MAY 2007 |
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VALIDITY PERIOD : |
30 DAYS |
NAME OF OFFEROR |
: |
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DETAILS OF TENDERER
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1.
Name: |
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2.
Physical Address : |
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3.
Postal Address : |
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4.
Tel : |
( ) |
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5.
Fax : |
(………) |
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6.
E-mail address : |
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7.
Company/Closed Corporation Registration : |
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8.
VAT Registration : |
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9.
Bankers : |
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10.
Auditors : |
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11.
Names, nationality and identification/passport
numbers of directors/owners/members : |
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12.
Name and designation of Chief Executive Officer : |
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13.
Name, designation and contact number(s) of Tender
Contact Person : |
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14.
Experience of Tenderer in : a.
Exhibitions in general b.
Aviation/Aerospace exhibitions c.
Defence exhibitions d.
Other exhibitions being organised during June –
December 2008 e.
Previous AAD Exhibitions |
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15.
Other experience of Tenderer: |
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16.
Number of permanent staff employed: (Specify
racial and gender breakdown) |
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17.
Exhibition experience and professional
qualifications of Tenderer’s permanent staff involved: |
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18.
Broad Based Black Economic Empowerment Score (see
the dti Generic Scorecard) |
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19.
Gross turnover of company : |
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20.
Professional memberships: |
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