Events Management for National Sports Day Questions and Answers
RFB NUMBER: RAF/2013/00028 DESCRIPTION: Request For Bid : Events Management For National Sports Day PUBLISH DATE: 26 August 2013 VALIDIY PERIOD: 90 days from the closing date CLOSING DATE: 17 September 2013 CLOSING TIME: 11:00 a.m. the closing time will be as per the clock at the RAF reception Compulsory Briefings Date: 02 September July 2013 Session Time: 11h00 a.m. Venue: The Road Accident Fund Big Boardroom 38 Ida Street Menlyn, Pretoria BID RESPONSES MUST Road Accident Fund (RAF) BE HAND DELIVERED / 38 Ida Street, MENLO PARK (at reception, on the ground floor) COURIERED TO: PRETORIA ATTENTION: Stephen van Huyssteen NB: Bidders must ensure that they sign the register at the reception when delivering their bids
Questions relating to procurement
1.
Q. How many people are we catering for?
A. This has been addressed in the bid document. An estimated 900 people will be catered for - subject to change to a lower number.
2.
Q. Do we submit the tax clearance certificate for tenders or for good standing?
A. Our understanding is that SARS hands out two types of tax clearance certificates: one being a certificate of good standing and the other for tenders. You may submit any of these two documents to meet the tax clearance certificate requirements.
3.
Q. Is this a two envelope bid? Does this mean that the pricing and the bid document go separately?
A. No. This is not a two envelope bid.
Questions relating to the scope of work
4. Q. Has this event happened before? A. Yes, this is the 8th year that it has been running. 5.
Q. How many days should the accommodation be scheduled for? And should we make provision for an extra day or two? Two days prior to the event, provision can be made for National Sports and Recreation Task Team members, 07 x employees, single rooms. A. Accommodation should be scheduled for the 7th, which is the date of arrival. Departure will be on the 10th. There should be no arrangement for dates earlier or later than the ones mentioned. Two days prior to the event, provision can be made for National Sports and Recreation Task Team members, 07 x employees, single rooms. 6.
Q. Is the accommodation for single or sharing rooms? A. Both. The leadership of the RAF will have single rooms and the National Sports and Recreation Task Team Committee, while the others will have sharing, same sex rooms. Accommodation will be single and sharing rooms. 7.
Q. How many people will be sharing and how many people will be in single rooms? A. 10% will be single and 90% will be sharing. 8.
Q. Do the delegates choose which sporting events they want to take part in? A. No, these will be pre-selected and the information will be conveyed to the appointed service provider. 9.
Q. Due to the deadline being so close, has the RAF been able to secure or identify a possible venue. A. No. The RAF normally has used institutions such as universities, as they have adequate sporting facilities. The venue should be close to an area with accommodation. 10.
Q. Would the service provider have to supply the sporting equipment? A. Yes. This has been stated in the tender document and as indicated below
3x Table Tennis Venue & Equipment Darts equipment – no longer required 3x Chess boards and tables 2x Ropes for tug-of-war
11.
Q. May we have an indication of the budget for this event? A. This has gone out on tender using the 90/10 preference point system, so that would be an indication that the estimate is more than R1 million for the event. We however may not give more information than this. 12.
Q. Will the service provider be responsible for branding? A. No. The RAF marketing department will be responsible for this role. 13.
Q. Will the service provider be required to provide snacks and refreshments? A. The service provider would not have to provide these items. RAF will undertake this role. The service provider has been requested to provide mobile fridges and ice. Assuming this is for the sports days lunches, however, in the evenings softs drinks will also need to be provided with the bar limit. 14.
Q. Will the uniform of the teams or any other clothing be provided? A. The service provider would not have to provide these items. 15.
Q. Is there an indication of how many people will be flying in? A. This has been specified in the Tender. There is a provisional figure of 121 in all respective areas outside Gauteng. 16.
Q. Will the service provider be required to do invitations? A. No. RAF will undertake this aspect. 17.
Q. Does the required EMS have to be from the private of public sector? A. Any accredited EMS may be used. Qualified and accredited private EMS (qualified paramedics), including ambulance. 18.
Q. With regards to the equipment, is RAF going to supply all the necessary kit for both contact and non-contact sporting codes? If not, what breakdown should we work on per sporting code, this will assist to provide indicative costing. A. For the contact sports provision has been made for the sports kits, however the service provider must provide the equipment for both days as mentioned in the specifications.
19.
Q. For logistical arrangements like flights and accommodation, could you please indicate how many disabled persons should we work on? A. For flights 3 subject to change from coastal regions. Accommodation for 10 employees living with disability. 20. Q. Alcoholic Beverage Requirements: Cocktail Dinner, Buffet Dinner and Gala Dinner. While we understand that more details will be communicated with the successful bidder, for costing purposes; could you please provide an indication in terms of what the alcohol limit per event is going to be? Alternatively just indicate percentage of how many people from the pax should be catered for in relation to alcohol. A. Cocktail Dinner: Bar Limit R30 000.00 Buffet Dinner: Bar Limit R60 000.00 Gala Dinner: Bar Limit R80 000.00 Bar limits subject to change and final logistics to be discussed with service provider. 21.
Q. Buses. The brief calls for supply of semi lux coaches which are normally 60 seaters (commuters are 65 but you request semi lux). We have broken it down as follows:
Menlyn staff 3 busses ie 180 pax Centurion 1 bus ie 60 pax – subject to change, might not be needed Jhb Jeppe St 2 busses ie 120 pax East lnd 2 Busses ie 120 pax Durban 2 Busses ie 120 pax Cape Town 2 Busses ie 120 pax
Total 12 Busses accommodates 720 (not 900)
This makes a total seat provision for 720 people but the tender says for the actually sports days the number of pax to be moved is 900. You are requesting us to quote on 12 busses but require 15 to move 900 pax. Perhaps there should be another 3 x 60 seater to make up the 180 pax difference? Please clarify. Do you foresee guests using their own transport.
A. The bus requested for Eco Glades/Centurion might not be necessary; however we anticipate that it might be useful to transport employees. The rest of the employees counted in the total number include the organisers and the EWS team.
22.
Q. Venue for sports days 1 and 2. Does the Creative Sports day (8th Nov) have to be at the same venue as the national sports day (9th Nov) A. Yes 23.
Q. Specification of venues for netball and action cricket. Do the netball and action cricket fields have to be indoors or as long as a tarred / hard grass surface A. Both sporting codes to be indoors, if not possible, netball courts should be a hard surface, not grass. Action cricket to have a proper cricket pitch. 24.
Q. Numbers of wheelchair / disabled delegates. How many wheelchair / disabled delegates will attend – need to take this into account for the athletics field and transfers. A. 10 disabled employees. 25. Q. Athletics – participants. Are abled bodied athletes using the athletics field if so what sort of races are you anticipating, Ie 100m, 200, 400, 800, 1600 and relay? A. Able bodied athletes participate in 100m, 4X1 relay and 800m. 26.
Q. Alternative proposals. Creative sports day – can we deviate from the activities and give alternative options for this day’s events? We have an awesome idea to achieve one of the main objectives of the day, with possibly more interaction from all participates. A. No deviations from the specified creative activities. 27.
Q. SA referees required both day 1 and 2? Are SA referees needed for the creative sports day, I see that you are looking to have netball and soccer on this day is this “trials” or have the teams be chosen already. A. Selections start as soon as the games begin on day 1; selectors and referees will be required for soccer, netball and including tug of war. On day 2 selectors and referees for volley ball, soccer, netball, athletics are required for all the contact sporting codes excluding action cricket. 28.
Q. Entertainment. Will the RAF supply entertainment for 7, 8 and 9 November during the dinners? A. Yes, RAF will provide entertainment for 07, 08, 09 November.
Questions relating to contractual issues
29.
Q. A lengthy question regarding subcontracting and preference points was asked. The prospective bidder was asked to submit the question in writing to be able to fully respond. The full text is provided in the text box below but has been paraphrased to: Please clarify your clause “A person will not be awarded points for B-BBEE status level if it is indicated in the bid documents that such a bidder 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 bidder qualifies for, unless the intended sub-contractor is an EME that has the capability and ability to execute the sub-contract.” A. In terms of regulation 11(8) of the Preferential Procurement Regulations, 2011 you will not be awarded any points in terms of B-BBEE in the event that you will subcontract more than 25 % of the work to subcontractors who do not have the same or higher B-BBEE rating as your company, unless such contractor/s are exempted micro enterprises. If you are awarded the contract, you would have to ensure that you do not subcontract more than 25 % of the work to subcontractors who do not have the same or higher B-BBEE rating as your company, unless such contractor/s are exempted micro enterprises.
30.
Q. We have noted that public liability and workman’s compensation were not made provision of in the tender document. What would be the reason for this? A. Bidders should note clause 12 of the special conditions of contract (limitation of liability and indemnification).
31.
Q. Please elaborate on what the performance guarantee is?
A. This is a bank or insurance company issued product. The winning bidder will be required to provide a guarantee. This document is also elaborated on in the service level agreement which is attached to the tender document. Bidders may enquire about the costs of such a guarantee but as it has a cost it should only be purchased by the winning bidder when required.
32.
Q. Regarding cash flow, and the timeline being so short, how would payment work? A. The bidder is required to submit a payment schedule and project plan. During negotiations this will be agreed and finalised.