1. ROAD ACCIDENT FUND VENDOR BRIEFING SESSION RAF/ 2012 /00031
Date: 15 January 2013
Time: 09:00

2. AGENDA Background Mandatory Documents Evaluation Criteria
Disqualification of bids
Submission of bids
Contact Details
Purpose of the RFP
Site Viewing
Questions and Answers

3. Background
RFP: RAF/2012/00031: Request For Bid:Replace, Repair and Refurbish Air-Conditioning System, Supply and Installation of a Building Management System and three years (3) Maintenance of the Air-Conditioning and BMS for the RAF Menlyn Office
Advertised on 07 December 2012
Closing on 30 January 2013

4. Mandatory Documents Standard Bidding Document (SBD)
Tax Clearance Certificate
Bid Conditions
BEE certificate

5. Evaluation Criteria Evaluation will be based on the following:
Technical Functional Mandatory (Comply or Not Comply) – Bidders who do not meet the mandatory requirement will be disqualified.
Technical Functional Requirement (100 points)
Price and BEE Evaluations (90/10 points)

6. Evaluation Criteria Mandatory requirements
The bidder must be an accredited CIDB (ME) grading level four (4) and above. Documentary proof of accreditation must accompany the bid response. The bidder must provide a copy of their Health and Safety Plan. The bidder must provide all risk insurance cover as per the below amounts: RISK INSURANCE DESCRIPTION COVER AMOUNT Theft & malicious damage R Transit and off-site storage R Surrounding property limit R Additional removal of debris R Claims preparation costs R Public liability limit R NB. The bidder must provide a copy of a public liability insurance cover and details thereof.

7. Technical Evaluation Criteria
Functional criteria
Points
The bidder must have relevant experience in the Maintenance and Service of HVAC. Please provide three references of similar work done in the past 3 years; indicating the Company Name, Contact Details, Scope of Work, Duration of the Contract (start and end date) address.
The bidder must be Reseller Or Agent.  Please provide a letter of confirmation This information is subject to verification.
The bidder must be an installer of BMS's. Please provide three references where installation and Maintenance of BMS’s was done in the past 3 years; indicating the Company Name, Contact Details, Scope of Work, Duration of the Contract (start and end date) and address.
The bidder must have at least 2 experienced service technicians with an NQF 4 qualification and five years experience for the maintenance and service of the HVAC plant and BMS. Please provide curriculum vitae’s.
The bidder must submit proof of license as a reseller. 25 5 15

8. Technical Evaluation Criteria
Functional criteria
Points
Presentations
Project Implementation plan to include the following:
Heat Ventilation Air-Condition RAF Menlyn (current condition)
Refurbishment
Maintenance And Service
Building Management System
Guarantees
Note:
All bidders who score 55 or more out of 75 points will be shortlisted for presentation.
All Bidders who score LESS than 75 out of 100 on functionality including presentations will not be considered for further evaluation on Price and BEE 25

9. Disqualification of bids
Bidders shall be disqualified if they fail to:
Submit a valid and original tax clearance certificate
Complete questionnaires in full
Submit true and correct information
Comply with mandatory requirements
Comply with prescribed response format

10. Submission of bid responses
Original signed bid document and Proposal clearly marked and indexed with all pages numbered
One original and two (3) hard copies, submitted in a sealed envelopes.
Submission Address:
RAF Menlyn Reception
38 Ida street Menlo Park Pretoria

11. Submission of bid responses
Bid responses sent by courier must reach the reception at least 36 hours before the closing date to be deposited into the bid box
Submission Register must be signed at the reception by bidder when submitting bid documents.
Important note:
Please ensure that the attendance register has been signed
Name of company
Contact details
Late bids will not be considered

12. Contact Details All queries must be forwarded to TsholoK@raf.co.za
Enquiries and clarification will close not later than 21 January 11H00.

13. Purpose of the RFP
The Road Accident Fund is in need of a service provider who can Replace, Repair And Refurbish Air-Conditioning And Install A Building Management System For The RAF Menlyn Office.
Maintain The Air-conditioning plant And BMS for Three Years (3).
The following office have been identified for the need:
Menlyn Branch
The service provider/ company must have five (5) years or more experience in the Heat, Ventilation and Air Conditioning services.

14. Purpose of the RFB
Specifications
Please see circulated copies

15. Purpose of the RFB
Site viewing

16. Thank you
Questions and Answers