TWO OCEANS (TOM) NPC REQUEST FOR PROPOSAL (RFP)

DESCRIPTION TO SUPPLY GOODIE BAGS FOR THE OLD MUTUAL TWO OCEANS MARATHON TOM NPC ISSUED DATE 31.08.2015 TOM NPC VALIDITY PERIOD 15 days from the closing date CLOSING DATE 15.09.15 CLOSING TIME 10:00 COMPULSORY BRIEFING SESSION/ n/a SITE VISIT/SITE INSPECTION EXPECTED DATE GOODS/SERVICES TO BE 21.03.2016 DELIVERED DELIVERY ADDRESS OF GOODS/SERVICES Convention Centre (CTICC) TOM NPC RESPONSES MUST BE EMAILED Attention: Customer Services Manager: TO: Mrs Nadea Samsodien Email address: [email protected] TOM NPC RESPONSES MAY BE HAND Two Oceans Marathon NPC DELIVERED / COURIERED TO: Attention: Customer Services Manager:

Mrs Nadea Samsodien 17 Torrens Road, Ottery, Cape Town ENQUIRIES REGARDING THIS RFP SHOULD Attention: Nadea Samsodien BE SUBMITTED VIA E-MAIL TO Email address: [email protected]

Important Notes to the TOM NCP proposal:  Service providers/suppliers should ensure that the TOM NPC responses are emailed to the correct email address within the date specification.  The TOM NPC reception is generally accessible 8 hours a day (08:00 to 16h00); 5 days a week (Monday to Friday) for delivery of goods.  Prohibition of Gifts & Hospitality: Except for the specific goods or service procured by the TOM NPC, service providers/suppliers are required not to offer any gift, hospitality or other benefit to any TOM NPC official. To avoid doubt, branded marketing material is considered to be a gift. Furthermore, should any TOM NPC official request a gift, hospitality or other benefit, the service providers is required to report the matter at 021 799 3040.

TERMS AND CONDITIONS OF REQUEST FOR PROPOSAL (TOM NPC)

SERVICE PROVIDER/SUPPLIER: ……………………………………………………………………….. REGISTRATION NUMBER: ……………………………………………………………………….. ADDRESS: ……………………………………………………………………….. CONTACT PERSON: ……………………………………………………………………….. TEL: …………………………………………………………………...... EMAIL: ………………………………………………………………......

1. The TOM NPC’s standard conditions of purchase/service shall apply. 2. Late and incomplete submissions will not be accepted. 3. All Standard Bidding Documents (SBD’s) must be completed and signed when it is submitted at the closing date and time of the RFP. 4. It is the responsibility of the service provider/supplier to ensure that the TOM NPC is in possession of the valid Tax Clearance Certificate (TCC). It is therefore not necessary to submit a tax clearance certificate if the service provider/supplier has submitted a tax clearance for any RFP/bid before at the TOM NPC. The onus is on the service provider/supplier to ensure that the TOM NPC receives a valid TCC as soon as the validity of the said certificate expires. 5. It is the responsibility of the service provider/supplier to ensure that the TOM NPC is in possession of the valid BBBEE Certificate. 6. No goods or services shall be delivered before the issuing of an official authorised the TOM NPC Purchase Order (PO) signed by the authorised TOM NPC employee. The TOM NPC reserves the right not to make payment or accept the goods or services should the goods or services be delivered to the TOM NPC before the TOM NPC PO is issued. 7. Please note that RFP responses should only/strictly be sent to email address mentioned on the cover page of the RFP document, failure to do so, it shall not be accepted for consideration.

I, the undersigned (NAME)……….………………………………………certify that : i. I have read and understood the conditions of this RFP; ii. I have supplied the required information and the information submitted as part of this RFP is true and correct.

Signature: ______Date: ______Capacity: ______

GENERAL CONDITIONS OF CONTRACT:

1. Definitions The following terms shall be interpreted as indicated: 1.1 “Closing time” means the date and hour specified in the bidding documents for the receipt of bids. 1.2 “Contract” means the written agreement entered into between the purchaser and the supplier, as recorded in the contract from signed by the parties, including all attachments and appendices thereto and all documents incorporated by reference therein. 1.3 “Contract price” means the price payable to the supplier under the contract for the full and proper performance of this contractual obligation. 1.4 “Corrupt practice” means the offering, giving, receiving, or soliciting of anything of value to influence the action of a public official in the procurement process or in contract execution. 1.5 “Countervailing duties” are imposed in cases where an enterprise abroad is subsidized by its government and encouraged to market its products internationally. 1.6 “Country of origin” means the place where goods were mined, grown or produced or from which the services are supplied. Goods are produced when, through manufacturing, processing or substantial and major assembly of components, a commercially recognized new product results that is substantially different in basis characteristics or in purpose or utility from its components. 1.7 “Day” means calendar day. 1.8 “Delivery” means delivery in compliance of the conditions of the contract or order. 1.9 “Delivery ex stock” means immediate delivery directly from stock actually on hand. 1.10 “Delivery into consignees store or to his site” means delivered and unloaded in the specified store or depot or on the specified site in compliance with the conditions of the contract or order, the supplier bearing all risks and charges involved until the supplies are so delivered and a valid receipt is obtained. 1.11 “Dumping” occurs when a private enterprise abroad markets its good on own initiative in RFP: Panel of the RSA at lower prices than that of the country or origin and which have the potential to harm the local industries in the RSA. 1.12 “Force majeure” means an event beyond the control of the supplier and not involving the supplier’s fault or negligence and not foreseeable. Such events may include, but is not restricted to, acts of the purchaser in its sovereign capacity, wars or resolutions, fires floods, epidemics, quarantine restrictions and freight embargoes. 1.13 “Fraudulent practice” means a misrepresentation of facts in order to influence procurement process or the execution of a contract to the detriment of any bidder, and includes collusive practice among bidders (prior to or after bid submission) designed to establish bid prices at artificial non-competitive levels and to deprive the bidder of the benefits of free and open competition. 1.14 “GCC” mean the General Conditions of Contract. 1.15 “Good” means all of the equipment, machinery, and/or other materials that the supplier is required to supply to the purchaser under the contract.

1.16 “Imported content” means that portion of the bidding price represented by the cost of components, parts or materials which have been or are still to be imported (whether by the supplier or his subcontractors) and which costs are inclusive of the costs abroad, plus freight and other direct importation costs such as landing costs, dock dues, import duty, sales duty or other similar tax or duty at the South African place of entry as well transportation and handling charges to the factory in the Republic where the supplies covered by the bid will be manufactured. 1.17 “Local content” means that portion of the bidding price, which is not included in the imported content provided that local manufacture does take place 1.18 “Manufacture” means the production of products in a factory using labour, materials components and machinery and includes other related value-adding activities 1.19 “Order” means an official written order issued for the supply of goods or works or the procuring of a service 1.20 “Project site” where applicable, means the place indicated in bidding documents 1.21 “Purchaser” means the organization purchasing the goods 1.22 “Republic” means the Republic of 1.23 “SCC” means the Special Conditions of Contract 1.24 “Services” means those functional services ancillary to the supply of the goods, such as transportation and any other incidental services, such as installation, commissioning, provision of technical assistance, training, catering, gardening, security, maintenance and other such obligations of the supplier covered under the contract 1.25 “Service Provider” means the Service Provider 1.26 “Written” or “in writing” means handwritten in ink or any form of electronic or mechanical writing

2. General 2.1 Unless otherwise indicated in the proposal documents, TOM NPC shall not be liable for any expense incurred in the preparation and submission of a proposal. 3. Standards 3.1 The goods supplied shall conform to the standards mentioned in the proposal documents and specifications. 4. Delivery and documents 4.1 Delivery of the goods shall be made by the supplier in accordance with the terms specified in the contract. The details of shipping and/or other documents to be furnished by the supplier are specified in SCC. 5. Insurance 5.1 The goods supplied under the contract shall be fully insured in a freely convertible currency against loss or damage incidental to manufacture or acquisition, transportation, storage and delivery in the manner specified in the SCC. 6. Transportation 6.1 Should a price other that an all-inclusive delivered price be required, this shall be specified in the SCC.

6.2 Prices charged by the supplier for incidental services, if not included in the contract price for the goods, shall be agreed upon in advance by the parties and shall not exceed the prevailing rates charged to other parties by the supplier for similar services. 7. Warranty 7.1 The supplier warrants that the goods supplied under the contract are new, unused, of the most recent or current models and that they incorporate all recent improvements in design and materials unless provided otherwise in the contract. The supplier further warrants that all goods supplied under this contract shall have no defect, arising from design, materials, or workmanship (except when the design and/or material is required by the purchaser’s specifications) or from any act or mission of the supplier, that may develop under normal use of the supplied goods in the conditions prevailing in the country of final destination. 8. Payment 8.1 The method and conditions of payment to be made to the supplier under this contract shall be specified in SCC. 8.2 The supplier shall furnish the purchaser with an invoice accompanied by a copy of the delivery note and upon fulfilment of other obligations stipulated in the contract. 8.3 Payments shall be made promptly by the purchaser, but in no case later than thirty (30) days after submission of an invoice or claim by the supplier. 8.4 Payment will be made in Rand unless otherwise stipulated in SCC.

1. Background to the TOM NPC:

The Old Mutual Two Oceans Marathon, known as the world’s most beautiful marathon, takes place every year in Cape Town over the Easter weekend (dates: 26 March 2016, 15 April 2017) and is comprised of the following events:

 56km Ultra Marathon  21km Half Marathon  Trail Runs  Fun Runs  International Friendship Run  3 day Expo

The event was founded in 1970 by Dave Venter with 26 athletes lining up for that first race. 2010 saw the introduction of a trail running event over 2 different distances along the lower slopes of Devils Peak. The event provides participants with a mixture of breath taking scenery, a gruelling test of fitness and endurance for both the elite and recreational runner, and an unrivalled race atmosphere with unparalleled vistas of Cape Town.

The Old Mutual Two Oceans Marathon is a profile builder for Cape Town and a traditional boost to the Easter tourism industry in the Western Cape. Athletes and Runner’s World readers have voted the race as the best, (over any distance) in South Africa, for several years and it continues to attract strong fields and an increasing number of entrants with waiting lists for many of the races.

A record field of close to 27 000 runners lined up for the Old Mutual Two Oceans Marathon events on Easter Saturday 4 April 2015. The Ultra Marathon attracted a record field of 11 000 entrants. The Half Marathon is the biggest in South Africa with 16 000 participants and broke all entry records again. The Trail Run also broke records with the entire 1 000 entries sold in under 3 hours.

The 2015 event attracted over 30 000 entrants in total making it the biggest running event in Africa. Close to 2 000 entrants from 78 different countries participated. More than 2/3 of the Ultra Marathon entrants were from outside of the Western Cape. Each runner brings an average of 2.2 supporters/visitors.

The Old Mutual Two Oceans Marathon Expo and race registration takes place at the Cape Town International Convention Centre (CTICC) on the three days prior to race day. The Expo profiles over 100 exhibitors with interactive displays and the number of visitors grew to 50 000.

2015: 56km – 46th edition, 21km – 18th edition, International Friendship Run – 9th edition, Trail Run – 6th edition.

2. Detailed specification of requirements:

Goodie Bag Specifications:

SERVICES/ Obligations of Service Provider (SP): DELIVERABLES 1. The SP will be responsible for the sourcing of FMCG (Fast Moving Consumer Goods) samples from various categories with a minimum of 7 (seven) good quality Male & Female samples for the ultra, half and trail run goodie bags. 2. The SP to ensure appropriate items in line with the specific target market and endeavour to cater for both males and females. 3. Category List: bath/shower, health, cereal, bars, deodorants, snacks, carbo-loading, teas, household, haircare and confectionary products. 4. The SP to provide a transparent financial model for product insertion. 5. All items to be approved by the TOM Marketing Manager, prior to product acceptance. 6. To liaise with the TOM Marketing Manager in order to ensure alignment with the official event magazine and other promotional elements. 7. To agree with the TOM NPC to a discounted price as part of a package for sponsors who would like a goodie bag insert, magazine advert and stand at the Expo. 8. To provide regular reports and updates on progress, samples and sponsors. 9. To insert samples of the TOM NPC’s existing sponsors, suppliers and partners free of charge into the goodie bags, if made available by the TOM NPC. – All liaisons with sponsors, suppliers and partners are to go through the TOM Marketing Manager. 10. Each product accepted will enjoy product type exclusivity. 11. To insert selected samples free of charge, as mutually agreed by both parties, provided the product adds value to the goodie bag and there is no conflict of interests with any the TOMA NPC sponsors, suppliers or partners; or is in competition to a product that has already been confirmed in writing with the SP for insertion into the goodie bag. 12. To insert, free of charge, any items that the TOM NPC deem necessary for the benefit of the participants or event organisers into the goodie bag (i.e. pins, printed communication, maps, competitions, surveys, etc.). 13. To utilize goodie bags provided by the TOM NPC sponsors or suppliers, receive and receipt the items and store accordingly. 14. To liaise with the TOM Customer Services Manager, their sponsors, suppliers or partners in terms of timelines and the timeous packing hereof. 15. The SP to oversee the full process of timeous sample delivery to their designated packing location as well as the process of packing, pick-up and delivery of the goodie bags by TOM NPC’s supplied date to the SP no later than 5 days prior to race registration. 16. The SP to utilize the services of a community based scheme to pack the goodie bags, or an alternative organisation approved by both parties. 17. The SP to liaise with the TOM transport sponsor for the transporting of the goodie bags from the Cape Town based packing location to the race registration in cooperation with the TOM NPC Customer Services Manager. 18. The SP to provide copy for a post event newsletter survey as well as the IT technical requirements by no later than race day. 19. The SP agrees to provide a detailed list of products included in the goodie bag, together with the remuneration received from the suppliers, a post-race debrief and report back within 3 weeks after event.

Obligations of the TOM NPC:

1. To supply the confirmed number of goodie bags no later than 6 (six) weeks prior to the event. The quantity of the goodie bags to be packed to be advised by 1 November in the preceding year to the event. 2. To provide or pay the cost, to be agreed upon by both parties, of the corrugated carton boxes, or applicable alternative, for the goodie bag storage and transportation. 3. To pay the cost, as agreed to by both parties for the packing of the goodie bags via the services of a community-based scheme. 4. To carry or arrange with the transport sponsor the cost of the goodie bags from a Cape Town based packing location to the race registration. 5. To pay for the cost of the staff, if required, for the goodie bag unloading, as well as the hand out facility, at race registration, for the full duration of the Expo at a rate to be agreed upon by both parties.