Invitation to Tender Template s1

INVITATION TO TENDER REQUEST FOR THE SUBMISSION OF OPEN QUOTES

1. INVITATION:

1.1. A group of publishers based in Johannesburg require the services of a distribution company for the distribution of their publications to their customers.

1.2. Any interested tenderers can submit their tenders for the attention of Anton Marsh to:

Now Media Centre 32 Fricker Road Illovo Johannesburg

or email: [email protected]

2. CONDITIONS OF TENDER:

2.1. By participating in this tender you are indicating your acceptance to be bound by the conditions and requirements set out in this document.

2.2. We provide below the key details of the requirements for this tender, which you should take into account in your response.

2.3. Please direct any questions regarding this tender content or process to the representative named in paragraph 1 above. All questions should be submitted in writing either by post or to the email address provided. You should not contact any other personnel at the Now Media Centre unless directed to do so by the representative.

1 2.4. The group of publishers, as represented in paragraph 1 above, reserve their rights to disqualify and reject proposals from tenderers who do not comply with these requirements and conditions.

2.5. As part of this tender process the group of publishers, as represented in paragraph 1 above, make no obligations in any way to:

2.5.1 pay anyone for the tenders or quotes received; or

2.5.2 award the service level contract to the lowest or any tenderer; or

2.5.3 accept any information received from tenderers; or

2.5.4 include anyone responding to this tender, in any future invitation; or

2.5.5 any other commitment to anyone responding to this tender, whatsoever.

2.6. Whilst care and attention has been exercised in the preparation of this document, it remains subject to the conclusion of a service level contract with the successful tenderer.

2.7. Any warranties or undertakings by the group of publishers, as represented in paragraph 1 above, whether express or implied by statute, law or otherwise, are hereby disclaimed and excluded in this tender process.

2.8. Service providers who would like a distribution breakdown of participating publications must email [email protected] requesting a breakdown of such.

3. SCOPE OF SERVICES REQUIRED:

The group of publishers, as represented in paragraph 1 above, require the services of the distribution and delivery of published magazines and periodicals country wide

2 within South Africa, within three to five days from receipt and on a weekly and/or monthly basis.

4. TENDER REQUIREMENTS:

4.1. The tenderer must provide the full name of its company, registration number, VAT registration number, physical address, telephone number, fax number and email address.

4.2. The tenderer must provide its company profile and the details of its infrastructure available to provide the services.

4.3. The tenderer must provide a summary of its qualifications and experience in distribution and attach a minimum of three references.

4.4. The tenderer must provide the details of all pricing for its services.

4.5. The tenderer must provide the details of its required payment terms for its services.

4.6. The tenderer must provide full details of its available services, in particular the tenderer must indicate:

4.6.1 Are there minimum quantities or limited capacity of the tenderer that could limit distribution?

4.6.2 What is the national/regional/provincial footprint of the tenderer?

4.6.3 Can each publisher continue with their own top sheet or will it be one for all?

4.6.4 Where must the publisher deliver copies? One point or multiple points?

4.6.5 For individual delivery what is offered- signature per copy or dropped at address without signature?

3 4.6.6 Can Postnet be used in any way to support distribution to lower the costs?

4.6.7 What will the address look like? Name and street?

4.6.8 How will the tenderer handle commercial blocks where security is excellent? And industrial areas and parks?

4.6.9 What are the size and weight limits, if any?

4.6.10 Would there be a price / operational implication in delivering multiple copies to the same address (ie 10 copies enveloped together to a single address). Are costs based on packages, copies or addresses?

4.6.11 Is the tenderer looking for growth?

4.6.12 Is the tenderer prepared to sign a service level agreement and provide warranties and guarantees?

4.7. The tenderer should indicate if it is willing to expand its services and infrastructure to meet any increased demand.

4.8. Tenders must be presented as written submissions only. A tender submission template is attached.

4.9. Shortlisted candidates may be asked to present in person.

4.10. The cut-off date (deadline) for submission is 5 December 2014.

5. STANDARD CONTRACTUAL PROVISION APPLICABLE TO ANY SUCCESFUL TENDER:

5.1. The service level agreement concluded will not be exclusive.

5.2. The tenderer will provide performance warranties and guarantees.

4 5.3. No payments or deposits in advance will be debited to the publishers.

5.4. Neither party will be authorised to represent the other party as agent, partner or duly authorised representative.

5.5. If a party commits any breach then the parties agree that they will first meet and endeavour to resolve the breach within two (2) business days of written notice of such a meeting by either party to the other party. If resolution of a breach is not resolved in a meeting then the Party giving the notice will be entitled to any legal remedy available in law.

5.6. Each party will chooses an address in Johannesburg for the service of any Court process or documents, giving any notice, or making any other communications of whatsoever nature and for any other purpose arising from their service level agreement.

6. TENDER EVALUATION:

The evaluation criteria will be based upon some or all of the following aspects of the tenderers’ proposals (not in order of significance):

6.1. Commercial - competitive price, payment terms and contractual compliance.

6.2. Service Capability - service delivery experience, service delivery capacity, footprint, service delivery method, infrastructure, quality, compliance with service levels and growth potential.

6.3. Level of Compliance with this Tender - adherence to the aforesaid requirements and conditions of tender.

TEMPLATE - LETTER OF TENDER:

The tenderer must prepare the letter of tender on stationery with its letterhead clearly showing the tenderer’s complete name and address.

5 Date: ______2014

To: Now Media Centre 32 Fricker Road Illovo Johannesburg

I / We, ______(the undersigned), declare that:

(a) we have examined and have no reservations to the requirements and conditions as set out in the invitation to tender;

(b) by participating in this tender, we indicate our acceptance to be bound by the requirements and conditions as set out in the invitation to tender;

(c) our tender shall be valid for a period of ______and it shall remain binding upon us and may be accepted at any time before the expiration of that period;

(d) we understand that this tender, together with your written acceptance thereof shall constitute a binding contract between us, until a formal contract is prepared and executed;

(e) if awarded the contract, the person named below shall act as our representative:

In the capacity of:

Signed:

Duly authorised to sign the service level contract for and on behalf of:

6 TENDERER’S INFORMATION:

Full name of Company

Registration Number

VAT Registration Number

Physical Address

Telephone Number

Fax Number

Email Address

Contact Person

BEE Status

Company’s strengths Reference to capacity and quality of service

Company data Reference to structure and infrastructure

Brief Company History

Mission Statement What is your Company’s philosophy?

Qualifications and Provide a Summary of qualifications and experience in Experience distribution

References Minimum of three references

Pricing Provide details of all pricing of services rendered

Payment requirements Provide details of required payment terms

Full details of available services

7 Minimum quantities or limited capacity?

National / regional / provincial footprint

Top sheet Can each publisher continue with their own top sheet or will it be one for all?

One delivery point or multiple delivery points?

Signature requirements For individual delivery what is offered – signature per for delivery copy or dropped at address without signature?

Can Postnet be used in a way to support distribution to lower the costs?

What will the address look like? Name and Street?

How will the tenderer handle commercial blocks where security is excellent?

How will the tenderer handle industrial areas and parks?

Size and weight limits?

Benefit in distributing Refer to the distribution of multiple copies that is coming multiple copies? from different publishers to the same address.

Is the tenderer looking for growth?

8 Is the tenderer prepared to sign a Service Level Agreement and provide warranties and guarantees?

KINDLY ATTACH:

1) A copy of your Company Profile;

2) A copy of your Company’s incorporation documents; and

3) Proof of VAT Number.