Transcript Slide 1

Clarification Meeting
2014-05-22
Travel Management Services
Corp no. 2953
Agenda
09:30 - 10:00 Registration, Coffee & Tea - All
10:00 - 10:05 Welcome & Objectives: Mohau Lesikara - Programme Director
10:05 - 10:10 Evacuation Procedure: Joe Phakathi - Conference Centre Representative
10:10 - 10:25 Eskom Group Commercial Process: Mohau Lesikara
10:25 - 10:40 Technical Representative: Selby Mgaga
10:40 - 10:55 Safety, Health, & Environment (SHE) Representative: Mohau Lesikara (Mikateko Chauke)
10:55 – 11:00 Break
11:05 - 11:20 Procurement Quality Assurance (PQA) Representative: Marga Kruger
11:20 - 11:35 Supplier Development and Localisation Representative: Ishmael Modiko
11:35 - 11h55 Q & A Session
11:55 - 12:00 Summary and Closure - Programme Director
2015/07/18
2
Preview and Objectives
•
It is Eskom’s intention to establish only one National Contract for the Provision of Travel
Management Services with a Tenderer who meets the requirements set on the evaluation
criteria. The contract will be for a period of 5 years at an enabling value.
•
Eskom comprises of various Divisions and Business Units located in all the nine (9) Provinces,
and the Head Office is based in Gauteng Province.
•
The strategy aims to reduce total cost of ownership for Travel Management Service while
maintaining Service Provider relationships.
•
It is Eskom’s intention to implement a Self-booking Tool (Technology). This initiative may be
implemented while this contract is running. However, Tenderers should take note that this does
not automatically guarantee the successful Tenderer this portion of the work. A separate tender
process will be carried out and this work will be awarded to the successful service provider.
2015/07/18
3
Commercial
Requirements
Presented by: Mohau Lesikara
CONTACTS & SUBMISSION DEADLINES – CORP 2902
•
Eskom Contact for Corp 2953:
•
Name: Mr Mohau Lesikara
•
Landline: 011 516 7117
•
Email: [email protected]
•
Timelines/Deadlines:
•
Clarification Queries Closing Date: 10:00am SA Telkom Time on 12 June 2014 (3 days
before the deadline for Proposal submission)
•
Submission Deadline/Closing Date: 18 June 2014
•
Submission Closing Time: 10:00am SA Telkom Time (no late submission/s will be accepted
under any circumstances) – not even by a second
•
Tender Submission Address:
•
The place for delivery of the proposal is The Tender Advise Centre (TAC), situated opposite
the Main Reception at Megawatt Park. The main reception is situated near the main entrance
into Megawatt Park. Megawatt Park, Maxwell Drive, Extension 3, Sunninghill, Sandton
Free of
Charge
5
SUBMISSION DOCUMENTS – CORP 2931
Your Company Return Address (In case your submission is late)
Enquiry Submission:
•
The tender shall be submitted as an original hard copy, plus one (1) copy (identical to
the original).
•
We further request one (1) soft copy in CD / USB(Memory Stick) containing the prices
only in both Pdf and excel format (See Price Schedule). The soft copy is not a substitute
for hardcopy which must still be provided.
•
Failure to adhere to these requirements will render tenderer non-responsive and the
tender that does not meet the requirements will be disqualified.”
6
Returnable Documents :
Commercial Requirements
No
Returnable Documents
Mandatory
/Evaluation
Purposes
A
Commercial Requirements
1
Cover sheet
√
2
Acknowledgement Form
√
3
Original and Valid SARS Tax Clearance Certificate
4
A valid B-BBEE Verification Certificate from a SANAS
Contracting
Purposes
√
Accredited Verification Agency OR an Auditors certificate or
similar certificate issued by an Accounting Officer Agency
√
(Service providers who do not submit a BBBEE certificate
will score zero.)
5
Specifications
√
Appendix A
6
Eskom’s Standard Conditions of Tender
√
Appendix B
7
√
Returnable Documents:
Commercial Requirements (Cont.)
No Returnable Documents
A
Commercial Requirements
7
Price Schedule - Appendix C
Mandatory
/Evaluation
Purposes
Refer to “FINANCIAL TENDER RETURNABLE”
(Price schedule - Excel file) Item C2.2.2 (Transaction Fees)
√
and C2.2.3 (Management Fee) of tender documentation
8
Cost Price Adjustment (CPA) - Appendix D
Refer to “FINANCIAL TENDER RETURNABLE”
(Price
schedule
-
Excel
file)
Item
C2.2.4
documentation
8
of
tender
√
Contracting
Purposes
Returnable Documents:
Commercial Requirements (Cont.)
No
Returnable Documents
A
Commercial Requirements
9
Declaration of Interest
Mandatory Contracting
/Evaluation Purposes
Purposes
√
Appendix E
10
Authority to Submit a Tender
√
Appendix F
11
Declaration of Fair Bidding
√
Appendix G
12
√
Form A and Form B
Appendix H
13
Acknowledgement form for Eskom's rules and requirements √
on procedure 32-726 (in Annexure B)
Appendix I
9
√
Returnable Documents:
Commercial Requirements (Cont.)
Returnable Document
B
1.1
Mandatory
/Evaluation
Purposes
Contracting
Purposes
Technical Requirements - Part 1: Quality Evaluation
√
Complete and Sign Form A and Form B - Appendix H
√
1.2 The contractor shall attach a copy CV/Resume of the
Quality Manager/Quality Representative
1.3 The contractor shall attach a copy of ISO 9001:2008
Certificate OR Objective Evidence of a QMS
1.4 Latest Company Organogram/Structure including Quality
Dept.
1.5
QMS Accreditation Certificates
√
√
√
√
√
√
√
√
1.6 A completed and Closed-Out Non-Conformance Report √
incl. Corrective & Preventative Action Reports
1.7 Contractor/Sub-Contractor Selection Process
√
1.8 Contractor/Sub-Contractor Audit/Assessment Process
10
√
Returnable Documents:
Commercial Requirements (Cont.)
Returnable Document
B
Mandatory
/Evaluation
Purposes
Contracting
Purposes
Technical Requirements - Part 2: SHE Evaluation
2.1 Is the acknowledgement form for Eskom's rules and
requirements on procedure 32-726 (in Annexure B) signed
√
and submitted by the tenderer - Appendix I
from Compensation of √
√
√
√
2.4 Incident Management Procedure to be submitted, also √
covering the process stating clearly who to contact if a
Consultant gets injured on Eskom site/offices etc.
√
2.2 A valid letter of Good Standing
Injuries and Diseases (COID)
2.3 SHEQ Policy signed by the CEO of the Company
11
Returnable Documents:
Commercial Requirements (Cont.)
Returnable Document
C
1
2
3
Mandatory
/Evaluation
Purposes
Finance Requirements
The latest two years annual financial statements
a) companies and close corporations registered in terms of √
the company’s act 71 OF 2008, as amended
b) For joint venture or special purpose vehicle (SPV)
especially formed for this tender, financial statements for √
each participant in the JV / SPV is required.
Price Schedule - Appendix C
Refer to “FINANCIAL TENDER RETURNABLE”
4
√
(Price schedule - Excel file) Item C2.2.2 (Transaction Fees)
and C2.2.3 (Management Fee) of tender documentation
√
Cost Price Adjustment (CPA) - Appendix D
Refer to “FINANCIAL TENDER RETURNABLE”
5
(Price schedule - Excel file) Item C2.2.4 of tender
documentation
12
√
Contracting
Purposes
Evaluation Criteria
STEP 1: FUNCTIONALITY
Criteria
Weightings
Technical
80
Safety
10
Quality
10
Total
100
Overall
Minimum
Qualification
Threshold
for
80
13
EVALUATION CRITERIA– Cont.…..

Step 2: Financial Analysis
•

An analysis of the tenderers financial statements will be conducted for the purposes of
establishing the tenderers financial viability.
Step 3 – Price and Preference
•
Eskom, as a State Owned Enterprise will use the PPPFA evaluation criteria to evaluate all
tenders. The 90/10 preference points system will be used.
•
Calculate price points out of 90 (Tendered price).
•
Preference points out of 10, for B-BBEE level contribution will be applied.
14
Additional Information
The following documents are for information sharing only and will be relevant to the successful
Tenderer, while some(**) may aid in submitting a successful proposal:
•
NEC 3 Term Services Contract**
•
Eskom Travel Policy**
•
Supplier Contract Quality Requirements Specification (QM58)**
•
32-727 Eskom Safety, Health, Environmental and Quality Policy
•
32-726 SHE Commercial Tender Process
•
32-95 Eskom Incident Management Procedure
•
32-421 Eskom Life Saving Rules (Cardinal Rules)
•
32-36 Eskom Procedure on Smoking
•
32-345 Eskom Vehicle Safety Specification
•
240-62946386 Vehicle and Driver Safety Procedure
•
332-520 Occupational Health and Safety Risk Assessment Procedure
15
Questions
11 July 2013
16
Technical
Requirements
Presented by: Selby Mgaga
Scope of work
Eskom Holdings SOC Limited requires a travel management company that will offer quality and
complete travel management services while complying with all Eskom travel management policy
and associated procedures with regard to employee travel. The travel management services
include the following:
•
Hotel, Airlines, Chauffeur Services and Car Rental bookings – Comprehensive booking of
all travel categories in line with the Eskom strategies for each sub travel category (including
processing of payments and credit card reconciliation) and also adhering to the Eskom Travel
and the Quality Policies. Also, bookings notification should be done by both SMS and email.
•
3rd Party Service Providers Relationship Management – The Service Provider will also be
expected to negotiate and manage corporate deals together with or on behalf of Eskom, with
Service Providers of accommodation, flights and for other third party services that may be
required by Eskom.
.
18
Scope of work (Cont.)
•
Visas - Supplying detailed Visa requirements to Eskom employees upon request and the
submission of completed forms to the required Embassy/ Consulate offices.
•
Passports & International Licenses - Verifying that the Eskom employee has a valid
passport prior to booking tickets for any international travel and if required, providing a
support service (information and submission requirements) to Eskom employees in obtaining
international drivers licenses and collecting the international license from the AA accredited
license office.
•
Foreign Currency (Cash) – Processing and administering foreign currency if required by
Eskom..
•
Service Delivery Hours – The working hours services will be provided Monday to Friday
from 7:00am to 5:00pm and the after hour service will kick-in thereafter. 24 hour Global
assistance is also expected.
19
Scope of work (Cont.)
Please take note of the following changes on the wording of the scope of work:
•
Travel Insurance - No longer needed as Eskom is self-insured
•
Traveller's Cheques - No longer needed as Eskom prefers cash for international travelers
20
Technical Requirements
Questionnaire
Organisation structure and key personnel (15%)
Size of organisation
Qualification and experience key personnel
Training of key personnel
Previous Experience & Track Record and Service coverage (20%)
Previous experience and track record
Service coverage
Infrastructure (15%)
Mobility, geographic positioning & networks/partnerships
Integration of systems
Disaster recovery management
Complaint handling
Technical Capacity (20%)
Working hours and 24/7 global support
Refunds policy and process
Response time
Finance management – invoicing and payment authorization
Implementation plan 10%
Implementation process and feasible plan of action
Time required to get the system running prior the business requirement date
Availability of key team that will handle the Eskom Account
Cost savings ideas that will be implemented by the Travel management company
21
Management Information Systems (MIS) for reporting and tracking
Reponses
Tenderers
are
advised
to
respond
as
thorough
as
possible
and follow
this
sequence
when filing
the
response
…
Questions
22
Safety Health &
Environment (SHE)
Requirements
Presented by: Mohau Lesikara
(Mikateko Chauke)
Background Information
•
Eskom has embarked on a drive to create and sustain a world-class culture and standardization
within Eskom Commercial Process regarding Safety, Health and the Environment .
•
As part of Eskom’s Supplier Management System, it is now a requirement for all suppliers who wish
to undertake work for Eskom to undergo an occupational safety, health and environment (SHE)
evaluation process.
•
This process assists Eskom to determine whether suppliers take reasonably practicable steps to
apply safe systems of work; comply with the legislative and Eskom-specific requirements and
addresses SHE adequately.
24
Zero Harm Value
•
Eskom will strive to ensure that zero harm befalls for the employees, contractors, the public and the
natural environment.
25
SHE Requirements
Eskom Procedures and other documents shared with those who wish to
submit tenderers:
•
32-727 Eskom Safety, Health, Environmental and Quality Policy
•
32-726 SHE Commercial Tender Process
•
32-95 Eskom Incident Management Procedure
•
32-421 Eskom Life Saving Rules (Cardinal Rules)
•
32-36 Eskom Procedure on Smoking
•
32-345 Eskom Vehicle Safety Specification
•
240-62946386 Vehicle and Driver Safety Procedure
•
332-520 Occupational Health and Safety Risk Assessment Procedure
26
SHE Tender Returnable
No
Returnable Documents
Mandatory
/Evaluation
Purposes
2
Part 2: SHE Evaluation
2.1
The acknowledgement form for Eskom's rules and
requirements on procedure 32-726 (in Annexure B) signed
Contracting
Purposes
√
and submitted by the tenderer - Appendix I
2.2
A valid letter of Good Standing
from Compensation of √
√
Injuries and Diseases (COID)
2.3
SHEQ Policy signed by the CEO of the Company
√
√
2.4
Incident Management Procedure to be submitted, also √
√
covering the process stating clearly who to contact if a
Consultant gets injured on Eskom site/offices etc.
27
Questions
11 July 2013
28
Procurement Quality
Assurance (PQA)
Requirements
Presented by: Marga Kruger
Procurement Quality Assurance
• We lead and execute all
Procurement Quality
Assurance activities from
Procurement Strategy to
Contract Award.
Prior Contract
30
Eskom Contract Quality Requirements
(Standard QM58)
QM 58 Standard
The requirements include, but are not limited to the following:
• The Tenderers shall implement and maintain a Quality Management
System which, as a minimum, meets the requirements of ISO 9001
QMS Requirements. Compliance to ISO requirements shall be
1. QMS Requirements
(Ref: QM 58, Section
3.1)
verified by a full quality compliance assessment performed by
Eskom prior to award of contract.
31
2015/07/18
Eskom Contract Quality Requirements (cont.)
QM 58 Standard
The requirements include, but are not limited to the following:
Quality Documents to be submitted with the Tender (Ref: Eskom Standard QM58, Section
3.2
QM 58
Section 3.2
• Complete and Sign Form A and Form B - Appendix H
• The contractor shall attach a copy CV/Resume of the Quality Manager/Quality
QM 58
Section 3.2
Representative
• The contractor shall attach a copy of ISO 9001:2008 Certificate OR Objective
QM 58
Section 3.2
QM 58
Section 3.2
QM 58
Section 3.2
Evidence of a QMS
• Latest Company Organogram/Structure including Quality Dept.
• QMS Accreditation Certificates
32
2015/07/18
Eskom Contract Quality Requirements (cont.)
Quality Documents to be submitted with the Tender (Ref: Eskom Standard
QM58, Section 3.2
Information on similar work performed recently (within the last two years)
QM 58
Section
3.2
QM 58
Section
3.2
• A completed and Closed-Out Non-Conformance Report incl. Corrective &
Preventative Action Reports
• Contractor/Sub-Contractor Selection Process
• Sample Contract Quality Plan (including a Quality Control Plan) from a similar project
QM 58
Section
3.2
QM 58
Section
3.2
executed by the tenderer less than two years ago
• Contractor/Sub-Contractor Audit/Assessment Process
33
2015/07/18
Questions
11 July 2013
34
Financial
Requirements
Presented by: Suni John
Financial - index
Document References:
C2.1 Pricing Assumptions – NEC3 Term Services Contract
See: PART 2: PRICING DATA, NEC3 Term Services Contract, Option A Priced contract with
price list
Appendix C - C2.2 Pricing Information (Excel File)
Consists of following worksheets:
Read me
C2.2.0 Cover Sheet
C2.2.1 Preamble
C2.2.2 Transaction fee model
C2.2.3 Management fee model
C2.2.4 CPA formulae
36
Financial - index
Appendix D – Cost Price Adjustment
C2.2.4 of the Price schedule
Prices will be fixed for the first year and thereafter they will be adjusted annually
effectively on the anniversary of the Contract Date.
An annual adjustment factor is calculated as follows:
•
which is based on the 12 month movement in CPI Headline index figures in Table A of
Statistics South Africa’s Statistical Release P0141;
•
from the base date index month, which is the month before tender close, to each
anniversary of the base date index month thereafter.
37
Other matters
•
Printing settings for all documents are to be adjusted according to tenderer’s printer
•
Tenderers to please complete the Excel Pricing Schedule, included on the tender bulletin.
•
The pricing schedule must be submitted in electronic copy on a compact disc (CD) as indicated.
•
The hard copy must be submitted and signed by the authorised signatory.
•
The pricing schedule is password protected, tenderer to please populate all cells colored in green.
38
Questions
11 July 2013
39
Supplier Development
and Localisation
Requirements
Presented by: Mashudu Rambevha
We have a mandate to contribute positively to the
development of the country
Our mandate is to achieve maximum and sustainable
local development impact through leveraging Eskom’s
procurement spend in a manner that allows flexibility within
the business in order to accommodate government local
development initiatives and policies
41
SD&L measures impact along these key
performance areas
Key performance areas
Definition
Skills development
• Increasing the skill base (number and skill level) of South
African workers in areas relevant to the energy sector and
where there is a national scarcity of skills
Local content
• Utilisation of Eskom and suppliers’ spend to develop
South African based suppliers relevant to the energy
sector (focusing primarily on B-BBEE Black Owned and
youth owned suppliers)
Industrialisation
• Utilisation of Eskom and suppliers’ spend to foster the
establishment of new competitive industries in the energy
sector
Employment and job creation
• Creation of new jobs by suppliers as a direct result of
Eskom business
Supplier development
• Providing a platform to develop emerging suppliers, and
further contribution to local developmental opportunities
for national and international suppliers
42
42
SD&L evaluation criteria (Condition of Tendering)
Special Conditions of Tender: (Application of other criteria in terms of section 2(1)(d-f)
of PPPFA)
The objective criteria for this tender are the following:
 Transformation of this sector by the appointment of a Black Owned Firm(s),
 Job creation for previously disadvantaged people.
 Development of small black suppliers
To achieve the above, Eskom shall apply the following options:
 Appoint a 100% Black owned firm or
 A company with more than 50% black ownership or
 Joint venture with majority shareholding of black ownership (see JV options below):
i)
ii)
iii)
iv)
Black owned company and black owned company or
Black owned company (majority shareholder) and non-black owned company
Black women owned company and black owned company or,
Black women owned company (majority shareholder) and non-black owned company
Please note Local content and skills development will be negotiated prior tender award.
43
SD&L evaluation criteria under PPPFA
•
The evaluation criteria seeks to increase SD&L evaluation score allocation in the
overall scoring and to ensure all dimensions of local development are considered:
10%
 B-BBEE - Levels (see
below score card)
44
B-BBEE Evaluation Scorecard
45
45
SD&L Skills Development Compliance Matrix
Example {It will form part of negotiations}
TABLE 2: SKILLS DEVELOPMENT COMPLIANCE MATRIX
Skill Type (Occupation)
Quality Control
SHE officer
Buyer
Technicians
Logistics
Operators
OFO Occupational Group
Total
Weight (%)
25.00%
20.00%
10.00%
15.00%
15.00%
15.00%
100.00%
Proposed
Number of
Proposed
Target Number Persons to be Target Number
Number of
of Persons to be
Trained
of Persons to be Persons to be
Trained (Local
(Local to
Trained
Trained
to South Africa) South Africa) (Local to Site) (Local to Site)
1
0
0
0
1
0
0
0
1
0
0
0
1
0
0
0
1
0
0
0
1
0
0
0
6
0
0
0
ADDITIONAL NOTES:
Local Content Local to Site refers to resourced obtained from the municipal district or province in which the project will take place.
Skills Development candidates Local to Site shall be sourced from the district municipality or province in which the contracted goods or services will be consumed.
Skills Development candidates Local to South Africa shall be sourced elsewhere in South Africa either than the province in which the project takes place.
The targets and proposals for skills development Local to South Africa and Local to Site are exclusive.
To be completed by Tenderer
Number of jobs to be created as a result
of this contract
Number of jobs to be retained as a result
of this contract
46
Total Weighted
Score
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
0.00%
Questions
47
Thank you
Ke a leboga
Ngiyabonga
Siyabonga kakulu
Ndzi khense ngopfu
Ndi a livhuwa
Ke a leboha
Enkosi
Dankie