Evaluation Criteria for Hvac Tender Rfp068/15

EVALUATION CRITERIA FOR HVAC TENDER –RFP068/15

CRITICAL CRITERIA

# ELEMENTS YES NO

1 Bidder to submit a valid copy of the Letter of Good standing with the Compensation Commissioner as prescribed by section 89 of the Compensation for Occupational Injuries and Diseases Act, 1993.

2 Bidder must attend the compulsory bidders briefing session and submit a signed bidders briefing certificate as indicated in the tender document (refer to part 9 of the tender document).

3 Bidder to provide proof of compliance in terms of Section 56 (1) of the Basic Conditions of Employment Act.

4 Bidder to submit proof of CIDB (Construction Industry Development Board) - Level 6 ME/EB/EP/GB or higher.

5 Bidder to submit proof of Employee/s registered with ECSA (Engineering Council of South Africa).

6 Bidder to submit proof of company registration with the Department of Labour as an Electrical Contractor. (The company GSA number must be provided).

7 Bidder to submit proof of their organisation’s Engineering Professionals registration with SAIRAC (South African Institute of Refrigeration and Air- conditioning).

8 Bidder must agree to security check that will be done on all staff members. Bidder must confirm acceptance for the security check.

9 Bidder must submit proof of at least (5) five years back to back agreement with Original Equipment Manufacturer (OEM) for equipment warrantees and details of what is covered and confirmation that such warrantees will be assigned to South African Airways

FUNCTIONAL EVALUATION

# ELEMENTS MEASURE WEIGHT

1 Transformational Plan (details provided  Template completed in full with positive 20 at the end of the document and bidder responses and commitment by Bidder on must complete the Transformation Plan all elements of the Transformation Plan Template which is provided): Template (TPT) - 20 Points

 Template completed in part with Bidder committing only to >70%, ≤99% of the TPT’s elements – 15 Points  Template completed in part with Bidder committing only to >40%, ≤70% - 10 Points

 Template completed in part with bidder only committing to ≥40, ≤70% - 5 Points

 Template not completed and not submitted by bidder or Template completed in part with bidder only committing to <40% – 0 Point

2 Company Capacity 18

- Organisational Chart - Organisational chart showing senior Organisational chart submitted - 2 point management, proposed Site team, central and on-site, with qualifications and Not submit - 0 point experience.

Experience Experience (CV) Experience should be relevant to HVAC installation and maintenance. Leading /management and staff CV’s to be included relevant to this project. Inclusive of ≥7 years - 8 points qualifications and training certificates. <6years to ≥5years - 4 points

<5 years ≥2 years - 2 point

< 2 years – 0 Point

References 3 or more references - 8 points

Submit a portfolio of evidence proving the 2 references - 4 points Bidder’s capabilities in managing a portfolio with similar scope of works. Contactable 1 reference - 2 points references of major Clients No reference - 0 point Bidder to provide the references in the following tabular form:

References Reference Ref Ref 1 2 3 Company Name Type of Contract Contract Value Contact Name Contact details: Telephone, Cellular and email 3 SHEQ (Safety Health Environment and 12 Quality) Management

Bidder to provide copy of current referenced certificate or if no certificate a copy of their schedule

ISO9001 (doc tracking system) ISO 9001 Certified - 4 points

Approved Quality system (not certified) - 3 points

Did not provide – 0 point

ISO14001 Certified environment system - 4 points

Approved environmental system (not certified) - 3 point

OSHAS18001 Certified safety system - 4 points

Approved Safety System (not certified) - 3 points

4 Business Contingency and Risk Mitigation 7 plan Meet SAA requirement – 7 points - Bidder to supply detailed proposal with regards to company’s Risk Mitigation Does not meet SAA requirement – 0 point and Contingency plan. i.e. Strikes, accidents, shortage of components etc. (evaluated against SAA Risk and compliance model)

5 Technical Compliance

Bidder to provide in respect of each category 14 below

Technical Processes - Detailed methodology with sound Technical Processes detailing Methodology engineering solutions -5 points covering : - Detailed methodology – 3 points - A basic document supplied – 1 point - Installation - Did not provide – 0 point - Commissioning( without interruption to existing HVAC) - Training & Handover to maintenance Handover ≥4 weeks - 5 points

Handover process with no interruption ≥5 ≤ 6 weeks - 3 points to service delivery (bidder to submit Certificate of Compliance (COC) before ≥7 weeks - 1 points sign off of completion of project. Bidder need to confirm in writing.

- Can it be done within 4 weeks - Can it be done within 5 to 6 weeks - Can it be done within more than 7 weeks (Cost for handover will be for bidders account)

Reporting SLA and Performance Reporting - 4 points

Bidder to confirm format and frequency of - Physically presented once a month in Ms reports. project format/Excel format – 4 points - Excel type schedule emailed – 2 points - Not provided – 0 point 6 Lead Time - Bidder to submit detailed Timeline should include component ordering 15 project plan (there should be no and installation interruption to services and implementation should be done on a Project completion from date of award: 30% completion: phase approach) ≤ 6 months – 5 points ≥ 7 months ≤ 9 months – 3 points Including components order, delivery and ≥ 10 months ≤ 11 months – 1 points installation > 11 months – 0 point

60% completion: ≤ 12 months – 5 points ≥ 13 months ≤ 15 months – 3 points ≥ 16 months ≤ 17 months – 1 points > 17 months – 0 point

100% completion: ≤ 18 months – 5 points ≥ 19 months ≤ 21 months – 3 points ≥ 22 months ≤ 24 months – 1 points > 24 months – 0 point

7 SHE FILE 14

Bidder to provide an example of a SHE file

(Evidence of All the below elements must be provided in the Company Safety, Health and Environment “SHE” File.)

All bidders are required to put in place a Health and Safety Programme detailing practical arrangements and procedures to be implemented by him to ensure compliance with Occupational Health and Safety (OHS) Act 85 of 1993, and shall include but not limited to the following:

7.1 Hazard Identification and Risk Assessments 2 points (HIRA) (Evidence in form of previous HIRA’s)

7.2 Safety Health & Environmental (SHE) Policy 1 points

(Evidence in form of a Copy of the SHE Policy)

7.3 Safety management Structure instituted with 1 point regards to all SHE appointments in terms of the OHS Act and Regulations. (Evidence in form of appointment letters)

7.4 Personal Protective Equipment to be issued 2 points as required and worn at all times (Evidence in form of PPE Issue Registers)

7.5 Systems/processes to prevent 1 point environmental pollution and compliance with hazardous waste removal programmes (Evidence in form of examples of current practices)

7.6 A letter of good standing from the 1 point Compensation Commissioner. Copy to be included in the SHE File

7.7 SHE Committee/s Established (Evidence in 1 point form of Minutes of previous Committee meetings)

7.8 Incident Investigation procedures (Evidence 2 points in form of a copy of the procedures)

7.9 Section 37.2 Agreements – with Sub- 1 point Contractors (If any)

7.10 SHE Documents related to the Service to be 2 points provided

i.e.: Inspection Registers, Procedures, Standards, etc. (Evidence in form of Equipment Inspection Register/Checklist, SHE Procedures & Standards)

TOTAL 100%

Minimum Threshold 64%

PHASE 3- PRICING AND BBBEE EVALUATION ELEMENTS SCORE Price 90 B-BBEE 10 TOTAL 100 Notes on Criteria 1- Transformational Plan:

SAA will provide a list of small companies from its Small Business Database relevant to this project, alternatively the awarded bidder may propose small companies that have the potential of being developed. Should the awarded bidder decide to use the SAA list of small companies or bring a different company, the awarded bidder will be responsible to vet and select the company that will be developed for the contract period.

The Transformation Plan should demonstrate how support and commitment to Transformation will be discharged for the project implementation period (estimated at 18 months).

Notes on Insurance

The successful bidder must comply to insurance liability cover of R10m which should include Contractor All Risk (inclusive of Public Liability) and R20m for Professional Indemnity. The successful bidder will have to provide proof of the above insurance cover (5) five days (maximum) prior to issuance date of the Letter of Award. (N.B should the bidder not comply to the insurance requirement, this will deem the bid unsuccessful)

Additional Information:

SAA will give preference to bidders who are:

 51% or more black owned companies.  30% black women owned companies  Black youth owned companies  Companies owned by people with disabilities  Companies located in Rural Areas  Companies Owned by Military Veterans

Please note that:

 Any bidding company which do not have majority black ownership, will be required to submit their Ownership Transformation Plan and/or their Supplier Development Plan, which may assist SAA to obtain their transformational objectives and  Will be required to form a Joint venture with compliant SMME companies or subcontract the work with a compliant SMME company, which may assist SAA to obtain their transformational objectives