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 at the end of the document and bidder must complete the Transformation Plan Template which is provided): /

Template completed in full with positive responses and commitment by Bidder on all elements of the Transformation Plan 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

/ 20
2 / Company Capacity / Organisational chart submitted - 2 point
Not submit - 0 point / 18
-Organisational Chart
-Organisational chart showing senior management, proposed Site team, central and on-site, with qualifications and experience.
Experience
Leading /management and staff CV’s to be included relevant to this project. Inclusive of qualifications and training certificates. / Experience (CV) Experience should be relevant to HVAC installation and maintenance.
≥7 years - 8 points
6years to ≥5years - 4 points
<5 years ≥2 years - 2 point
< 2 years – 0 Point
References
Submit a portfolio of evidence proving the Bidder’s capabilities in managing a portfolio with similar scope of works. Contactable references of major Clients
Bidder to provide the references in the following tabular form:
References / Reference 1 / Ref 2 / Ref 3
Company Name
Type of Contract
Contract Value
Contact Name
Contact details: Telephone, Cellular and email
/ 3 or more references - 8 points
2 references - 4 points
1 reference - 2 points
No reference - 0 point
3 / SHEQ (Safety Health Environment and Quality) Management
Bidder to provide copy of current referenced certificate or if no certificate a copy of their schedule / ISO 9001 Certified - 4 points
Approved Quality system (not certified) - 3 points
Did not provide – 0 point / 12
ISO9001(doc tracking system)
ISO14001 / Certified environment system - 4 points
Approved environmental system (not certified) - 3 point
Did not provide – 0 point
OSHAS18001 / Certified safety system - 4 points
Approved Safety System (not certified) - 3 points
Did not provide – 0 point
4 / Business Contingency and Risk Mitigation plan
-Bidder to supply detailed proposal with regards to company’s Risk Mitigation and Contingency plan.
i.e. Strikes, accidents, shortage of components etc.
(evaluated against SAA Risk and compliance model) / Meet SAA requirement – 7 points
Does not meet SAA requirement – 0 point / 7
5 / Technical Compliance
Bidder to provide in respect of each category below / -Detailed methodology with sound engineering solutions -5 points
-Detailed methodology – 3 points
-A basic document supplied – 1 point
-Did not provide – 0 point / 14
Technical Processes
Technical Processes detailing Methodology covering :
-Installation
-Commissioning( without interruption to existing HVAC)
-Training & Handover to maintenance
Handover
Handover process with no interruption to service delivery (bidder to submit Certificate of Compliance (COC) before 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) / ≥4 weeks - 5 points
≥5 ≤ 6 weeks - 3 points
≥7 weeks - 1 points
Reporting
Bidder to confirm format and frequency of reports. / SLA and Performance Reporting - 4 points
-Physically presented once a month in Ms project format/Excel format – 4 points
-Excel type schedule emailed – 2 points
-Not provided – 0 point
6 / Lead Time - Bidder to submit detailed project plan (there should be no interruption to services and implementation should be done on a phase approach)
Including components order, delivery and installation / Timeline should include component ordering and installation
Project completion from date of award:
30% completion:
≤6 months – 5 points
≥7 months ≤ 9 months – 3 points
≥ 10 months ≤ 11 months – 1 points
> 11 months – 0 point
60% completion:
≤ 12months – 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 / 15
7 / SHE FILE
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: / 14
7.1 / Hazard Identification and Risk Assessments (HIRA)
(Evidence in form of previous HIRA’s) / 2 points
7.2 / Safety Health & Environmental (SHE) Policy
(Evidence in form of a Copy of the SHE Policy) / 1 points
7.3 / Safety management Structure instituted with regards to all SHE appointments in terms of the OHS Act and Regulations. (Evidence in form of appointment letters) / 1 point
7.4 / Personal Protective Equipment to be issued as required and worn at all times (Evidence in form of PPE Issue Registers) / 2 points
7.5 / Systems/processes to prevent environmental pollution and compliance with hazardous waste removal programmes (Evidence in form of examples of current practices) / 1 point
7.6 / A letter of good standing from the Compensation Commissioner. Copy to be included in the SHE File / 1 point
7.7 / SHE Committee/s Established (Evidence in form of Minutes of previous Committee meetings) / 1 point
7.8 / Incident Investigation procedures (Evidence in form of a copy of the procedures) / 2 points
7.9 / Section 37.2 Agreements – with Sub-Contractors (If any) / 1 point
7.10 / SHE Documents related to the Service to be provided
i.e.: Inspection Registers, Procedures, Standards, etc. (Evidence in form of Equipment Inspection Register/Checklist, SHE Procedures & Standards) / 2 points
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