RFP REFERENCE: RFP/LAB/WMS/2019/22

LABORATORY WASTE MANAGEMENT SERVICES

PERISHABLE PRODUCTS EXPORT CONTROL BOARD

(PPECB) OFFICES

Closing Date: 09 April 2019 Closing Time: 11H00

ISSUED BY: PREPARED BY:

PERISHABLE PRODUCTS EXPORT CONTROL BOARD 45 Silwerboom Avenue Plattekloof Cape Town

Tell No: 021 930 1134 Contact person: Procurement Officer

PERISHABLE PRODUCTS EXPORT CONTROL BOARD 45 Silwerboom Avenue Plattekloof Cape Town

Registered Name of Bidder:

Trading Name of Bidder:

Registration No. of Entity:

Contact Person: Position:

Tel. No: E-Mail Address:

Cell No: Fax No:

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THE PERISHABLE PRODUCTS EXPORT CONTROL BOARD

RFP: RFP/LAB/WMS/2019/22

LABORATORY WASTE MANAGEMENT SERVICES

PERISHABLE PRODUCTS EXPORT CONTROL BOARD (PPECB) OFFICES

TABLE OF CONTENTS

NO. DESCRIPTION PAGE NUMBER

Invitation to tender 3

1. Tender information and instructions 3

2. Closing time 4

3. PPECB background 4

4. Scope of requirements 5

5. Duration of the contract 7

6. Requirements for tender submission 7

7. Tender evaluation specifications and process 7

8. Pricing Schedule 11

9. Special conditions 12

10. Form of contract 12

11. Further information 12

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INVITATION TO TENDER

Tenderers are invited to tender for the provision of laboratory waste management services for the Perishable Products Export Control Board (PPECB).

Tenderers must comply with the instructions to Bidders and all other requirements of this Invitation to Tender. Non-compliance may lead to a tender not being considered by the PPECB.

The bid and accompanying documents must be carefully parcelled, sealed and delivered to the Procurement tender box in the reception area of PPECB Head Office by no later than the 09th of April 2019 at 11:00.

A briefing session will be held on Date: 26th March 2019 at Time: 11h00.

1. TENDER INFORMATION AND INSTRUCTIONS

The following terms shall have the following meanings:

Invitation to Tender: Provision of Laboratory Waste Management Services Contact Person: The Procurement Officer

PPECB 45 Silwerboom Avenue Plattekloof

Public Entity: Perishable Products Export Control Board (PPECB) Tenderer: The person / organisation submitting to a tender bid to the PPECB

under this tender.

The PPECB invites Tenderers to submit a fixed price for providing the services outlined under Scope of Laboratory Waste Management Services. Tenders are invited in accordance with the information in this pack.

Tenderers are required to submit detailed proposals to demonstrate its ability to provide the services they will deliver on this contract. A detailed specification of the services required by PPECB is contained herein. The legal obligations of the PPECB and the Tenderer will be contained in the contract entered between PPECB and the successful Tenderer.

The tender shall be submitted on the Forms of Tender incorporated herein. The form shall be signed by each Tenderer and submitted in the manner and by the date and time stated below together with the documents listed duly completed.

All of the following documents (Part 1 to VI) must be submitted as part of the response to this bid request. Failure to do so will invalidate a response.

Form No Document Description 1. SBD 1 Invitation to Bid 2. SBD 2 Tax Clearance Certificate Requirements 3. SBD 3.3 Pricing Schedule 4. SBD 4 Declaration of Interest 5. SBD 6.1 Preference Point Claim Form 6. SBD 8 Declaration of Bidder’s past SCM Practices 7. SBD 9 Certificate of Independent Bid Determination

Each Tenderer should ensure that it is thoroughly familiar with the Tender Documents and understands the obligations that will apply if the Tender is accepted by the PPECB.

The tender submission and assessment process will be conducted in compliance with the Public Finance Management Act of 1999, Supply Chain Regulation and PPECB’s Procurement Policy. PPECB is committed to support and grow Black Economic Empowerment and Small Medium Enterprises in South Africa, emphasis being placed on procurement from historically disadvantaged South Africans.

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Tenderers shall highlight where a conflict of interest exists or may exist between parties under the proposed contract. In the event that a conflict of interest exists between the most advantageous Tenderer and the PPECB, the said Tenderer’s bid will not be accepted. The next most advantageous Tenderer will be awarded the contract.

The award of the tender is subject to receiving approval from the Board of Directors of the PPECB.

It is the responsibility of each Tenderer to obtain for itself at its own expense any additional information necessary for the preparation of the tender. All information supplied by the PPECB in connection to this invitation to tender shall be treated as confidential. Should Tenderers believe that they require further information, they are invited to contact the Procurement Officer. Any queries relating to the Tender Documents should be sent in writing to the Procurement Officer to arrive no later than five days before the date for submission of the tender. The Procurement Officer may if necessary issue written circulars to Tenderers amending or clarifying the Tender Documents and Tenderers shall comply with these.

All proposals are to be submitted in PDF format on the envelopes to the designated Tender Box. Proposals must consist of two parts, each of which is submitted in a separate PDF package clearly marked:

Envelope 1: Technical Proposal: RFP No. RFP/LAB/WMS/2019/22 (No Pricing in this envelope)

Envelope 2: Pricing Proposal, B-BBEE and other Mandatory Documentation: RFP No. RFP/LAB/WMS/2019/22

A Soft Copy should be submitted on a USB in word document sealed in a small envelope. Proposals submitted by companies must be signed by a person or persons duly authorised thereto. The PPECB will award the contract to qualified bidder (s) whose proposal is determined to be the most advantageous to the PPECB, taking into consideration the technical (functionality) solution, price and B-BBEE.

2. CLOSING TIME

The closing time for submission of Tender Offers is: 11H00 on 09th April 2019.

The PPECB business hours are between 08:15 – 16:45. Where a proposal is not received by the PPECB by the due date and at the correct location, it will be regarded as a late bid. Late proposals will not be

considered.

Telephonic, telegraphic, telex, electronic or e-mailed tenders will not be accepted.

3. PPECB BACKGROUND

PPECB is a Schedule 3A Public Entity that is constituted and mandated in terms of the PPEC Act, No 9, of 1983 to perform cold chain services. PPECB also delivers inspection and food safety services as mandated by the Department of Agriculture, Forestry and Fisheries under the APS Act, No.119 of 1990.

PPECB’s executive Authority is the Minister of Agriculture, Forestry and Fisheries who appoints the Board of Directors. The Board comprises of representatives from the perishable product industries.

PPECB, mandated by the Department of Agriculture, Forestry and Fisheries, has been delivering end-point inspection services on perishable products destined for export since 1991. PPECB employs more than 500 people, who deal with more than 200 products and 500 varieties. There are 50 service types, over 30 offices in 11 production regions, at more than 1,500 locations.

PPECB is responsible for South Africa's cold chain management and ensures that products for export are handled, stored and transported at specific temperatures and optimum conditions.

Please visit PPECB’s website on www.PPECB.com for more info on PPECB.

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4. SCOPE OF REQUIREMENTS

PPECB intends to outsource the provision of waste management services for hazardous waste and general waste generated at the Laboratory of PPECB. The supply of the aforementioned waste management services is required at the Laboratory of PPECB in Pretoria for a period of 3 years.

PPECB aims to appoint a Service Provider who has experience in the provision of Hazardous waste

management services and who can demonstrate through their returnable documents that they are capable

of providing an efficient, cost effective and legally compliant waste management service.

COLLECTION POINT

PPECB Laboratory Services

Centurion Close,

Block B, Unit 4,

119 Gerhard Street,

Centurion, Gauteng,

0157

SCOPE OF SERVICES

a) Collection and disposal of all types of waste currently generated by PPECB as often as required

Types of Waste

Plastic contaminated waste bottles

Glass contaminated bottles

PVC chemical waste 25L

Slurry Waste 50L

Contaminated slurry waste 50L

Other Laboratory Waste (paper towels, gloves (latex and nitrile), dust masks, filter paper)

b) Provide all personnel inclusive of supervision necessary for the proper, efficient, timeous, safe and

compliant provision of the Service for PPECB. This Service will be performed in such a way that all

waste will be removed from PPECB Laboratory and disposed of in a registered Class A landfill site;

c) provide and make available such equipment and vehicle(s) as may be necessary for the performance

of the Service all of which shall be maintained by the Contractor in good working order and condition

at all times;

d) be responsible for the safe loading, removal and transportation, consolidation (if applicable) and

disposal of the Hazardous Waste; in accordance with the prevailing legislation and in terms of this

Agreement, while protecting PPECB, the environment and the public from unsound waste

management practices;

e) ensure that all statutory laws and other legislation pertaining to the handling, removal, transportation

and disposal of Hazardous waste are complied with;

f) provide a service in which the interest of public health, hygiene and anti-pollution be paramount and

will ensure clean and tidy areas without any accumulation of waste and will prevent the spread of

infectious and contagious diseases;

g) inspect the areas concerned and the nature and quantities of Hazardous waste requiring removal,

shall perform the service in such a manner that the areas concerned are left in a tidy and sanitary

condition; this includes provision of bin liners and keeping the containers clean.

h) co-operate with PPECB and comply with all instructions issued and restrictions imposed with respect

to the works which affect the operation of PPECB;

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i) ensure that in the event of any emergency which may arise at any time during which they are

attending to the provisions of services as contained in this agreement are properly attended to. The

Contractor is to provide suitable 24 hour communication between the waste vehicle and the PPECB

Laboratory for emergency incidents. The Contractor is to provide details of the authorized persons

responsible for the implementation and management of the contract and provide contact details of

all staff involved, including those identified for emergency incident;

j) nominate representatives of whom at least one shall be available at any hour for call-out in cases of

emergency. The Contractor shall provide the PPECB Laboratory with the names, addresses and

telephone numbers of such representative;

k) ensure that all Hazardous waste and run off, is taken directly to and disposed of at the registered

high hazardous waste management sites, in accordance with the requirements of the relevant

government department, and any new laws which may be promulgated;

l) provide a safe disposal certificate and waste manifest documents for all waste removed to PPECB

Laboratory;

m) accept from PPECB the quantity of Hazardous Waste to be handled from time to time as determined

by PPECB in its sole and unfettered discretion pursuant to this Agreement;

n) ensure that the performance of the Service shall, without limitation, be in the interests of PPECB,

the environment, public health, hygiene and anti-pollution and that the Contractor will at all times

provide the Service so as to avoid or reduce to a minimum the risks relating to odour, dust, flies and

rodents by using approved sanitary procedures; and

BIN TURNAROUND TIMES

Ensure that the waste receptacles are provided timeously but within a maximum period of twenty-four (24) hours after having been notified.

EQUIPMENT AND VEHICLES

The Contractor undertakes irrevocably in favour of PPECB that it will at no stage during the performance of the Service, use Equipment or Vehicle/s which is not to its knowledge and belief in safe, good and proper working order.

ensure that if any equipment or vehicle(s) provided by the Contractor breaks down, and/or is involved in an accident, it is replaced immediately to continue with the performance of the Service;

DISPOSAL OF WASTE

The Contractor shall ensure:

that the disposal of the Hazardous waste at the registered Waste Management Site complies with

all national, provincial and local legislation and/or other applicable legislation; that the disposal of the waste at the registered Waste Management Site is always supervised by

and be subject to the direction and approval of the duly authorised person, Waste Management Site manager or employee in charge of the registered Waste Management Site;

that all Hazardous Waste is disposed of at a registered H:H and/or H:h Landfill Site; that it obtains a duly signed manifest for each load of Hazardous Waste disposed of at the

registered H:H and/or H:h Landfill Site and submits each duly signed manifest to PPECB;

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SPILLAGES BY THE CONTRACTOR

The Contractor must ensure that all necessary and reasonable measures are taken to prevent the spillage of any waste in the PPECB Laboratory, on public roads, onto third party property and into and onto the environment, during the loading, removal, transportation, and disposal of the waste.

The cost of any spillage clean up shall be for the sole account of the Contractor and the Contractor hereby indemnifies PPECB against all costs, charges and claims of whatsoever nature and howsoever arising which may be made against it by any person, entity or organisation.

The Contractor shall ensure that in the event of a spillage occurring it: immediately inform the PPECB of the incident as well as remediation measures undertaken; the vehicle and all affected areas must be appropriately cleaned and sanitised after disposal; that the chemicals used by the Contractor, in the clean-up process are bio-degradable and that the

Contractor will ensure that the chemicals will not contaminate storm water and / or cause any damage or harm to the environment;

that the Contractor has adequate hazmat resources; that the Contractor will not leave the affected area until the spillage has been completely cleaned-

up to the satisfaction of the environmental authorities and/or the PPECB Representative.

5. DURATION OF CONTRACT

The contract is expected to run for three years, commencing on the date of signing the Service Level Agreement. It will, however, be renewable annually and this will be subject to a review of the previous year’s performance.

6. REQUIREMENTS FOR TENDER SUBMISSION

The tender and accompanying documents shall be carefully parcelled, sealed and be delivered to the Procurement Officer no later than the closing date at 11H00. Failure to comply with these instructions may result in the tender being considered ineligible. Written tenders will only be accepted in a sealed envelope or parcel which shall bear the word: Tender: RFP LABORATORY MANAGEMENT SERVICES

Venue: THE PERISHABLE PRODUCTS EXPORT CONTROL BOARD 45 Silwerboom Avenue Plattekloof Cape Town 7560

A Soft Copy should be submitted on a USB sealed in a small envelope. No late tender shall be considered. Tenders will be opened in accordance with the relevant procedures.

7. TENDER EVALUATION SPECIFICATIONS AND PROCESS

The service provider must meet the following competency requirements to qualify:

The supplier must provide three contactable references within close proximity to the Centurion

area.

All training, equipment and services must be supplied by a single vendor.

Bidders must comply with all general specifications and requirements of Act No. 59 of 2008:

National Environmental Management: Waste Act, 2008.

Service provider must have thorough knowledge of all relevant Legislation, viz. Occupational

Health and Safety Act and its Regulations (Hazardous Chemical Substances, etc.),

Environmental Management Act, municipal by-laws and all waste management policies.

After fulfilling the qualification criteria as set out above, the short-listed service providers will be evaluated in terms of the technical specifications criteria.

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Technical Evaluation

Functionality of the bids will be evaluated according to the predetermined evaluation criteria set out in the Evaluation Criteria below.

During this stage tenderers will be evaluated for functionality in two stages:

The tenderer must obtain a minimum overall score of 80 out of 100 points for functionality to move to

the next stage of evaluation; those tenderers who fail to meet the minimum qualifying score will be

disqualified from the process.

Tenderers will not rate themselves, but need to ensure that all information is supplied as required.

The Bid Evaluation Committee (BEC) will evaluate technical and functional requirements and score

all the bids as per the set criteria.

Points will be allocated to criteria within the following framework:

Peremptory Requirements

1 Copy of a Waste management licenses/permits for all facilities involved.

2 Copy of a valid public liability insurance cover

3 Copy of valid letter of good standing/workmen’s compensation registration.

4 Copy of a valid waste information system (IPWIS / SAWIS) registration certificate as waste transporter.

No Criteria Reference Page

Points

Item Experience in Waste Management Industry – Company

1 Comprehensive company profile including statement of waste services carried out by Bidder

4= Submitted (adequate)

2= Submitted ( Inadequate)

0= Not submitted

4

2 Four written references pertaining to Waste Management Services (Not older than 2 years)

4= Four letters submitted

3= Three letters submitted

2= Two letters submitted

1= One letter submitted

0 = not submitted

4

3 Proof of membership with an applicable Waste Management Institution

4= Submitted (Valid)

2= Submitted (Expired)

0= Not submitted

4

4 Proposed organizational structure specific for the contract in line with the scope of work

4= Submitted (Adequate)

2= Submitted ( Inadequate)

0= Not submitted

4

5 Incident register for the past 2 years indicating injuries, damages, environmental incidents (since the start of operations, if recently formed)

4= Submitted (Adequate)

2= Submitted ( Inadequate)

4

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0= not submitted

6 Written confirmation from disposal facility committed to accepting your waste.

4= Submitted

0= not submitted

4

TOTAL 24

Item Competency /Experience in Waste Management Industry – Personnel

7 Proof that personnel (driver and assistant) have been trained to on

waste management

4= Certificates (Valid)

2= Certificate (Invalid/Expired)

0 = No Certificates provided

4

8 Proof that at least 1 of the personnel designated to collect waste has

completed a First aid course

4= Certificates ( Driver & assistant)

2= Certificate ( Driver or assistant)

0 = No Certificate

4

9 Proof that the driver/s has received Dangerous goods training and

proof of appropriate PrDP

6= Training Certificate & PrDP submitted

3= Only one of the documents submitted

0 = No proof submitted

6

TOTAL 14

Item Resources and Equipment

10 Number of resources to be made available for the contract

1. Number of vehicles

2. Number of Suitably Qualified Personnel (Driver & Assistant)

6= All required information provided (Adequate for the

service)

3= List of Equipment (Inadequate for the service)

0 = No information provided

6

11 List of vehicles to be used for this service including proof of vehicle

licences and dangerous goods permit

6= List of vehicles and licences and dangerous goods permit

submitted

3= List of vehicles submitted but no licences or dangerous

goods permit provided

0= No information provided

6

12 Description of Waste Services System to be utilised inclusive of

database management, tracking of all PPECB waste volumes and

Quality control procedure.

6= Submitted/In place (Adequate)

3 = Submitted/In Place ( Inadequate)

0 – Not Submitted

6

13 Confirmation letter for provision of a site supervisor dedicated to the

PPECB Laboratory.

2= Confirmation submitted

0 = No confirmation

2

14 Confirmation that the bidder has the ability to collect;

a) anytime between 6am and 5pm,

b) more than once per day,

2

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c) as and when the PPECB laboratory requires.

2= Confirmation submitted

0 = No confirmation

15 Confirmation that the bidder has the ability to supply PPECB with

new drums if required

2= Confirmation submitted

0 = No confirmation

2

16 Confirmation that the bidder will clean the reusable waste drums

and deliver it back to the laboratory.

2= Confirmation submitted

0 = No confirmation

2

TOTAL 26

Item Method Statement / Procedures

17 The standard operating procedures/method statement applicable to

this contract.

8= Submitted ( adequate)

4= submitted (Inadequate)

0 = Not submitted

8

18 Safety, Health and Environmental Plans for this contract

8= Submitted ( adequate)

4= submitted (Inadequate)

0 = Not submitted

8

19 Baseline Risk Assessment for this contract

8= Submitted ( adequate)

4= submitted (Inadequate)

0 = Not submitted

8

20 Emergency response plans, disaster recovery and spill response

plans, response times and related procedures.

8= Submitted ( adequate)

4= submitted (Inadequate)

0 = Not submitted

8

21 Possible Waste Management Initiatives to assist PPECB in

increasing awareness on waste management and decreasing general

and hazardous waste volumes within the laboratory

4= Submitted ( adequate)

2= submitted (Inadequate)

0 = Not submitted

4

TOTAL 36

TOTAL 100

The tenderer must obtain a minimum overall score of 80 out of 100 points for functionality to move to the next stage of evaluation; those tenderers who fail to meet the minimum qualifying score will be disqualified from the process.

Tenderers scoring less than the minimum set thresholds points will be disqualified.

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Phase 3: Pricing and BEE Evaluation

The following preference point systems are applicable to all bids whereby preference points shall be awarded

for Price; and B-BBEE Status Level of Contribution.

the 80/20 system for requirements with a Rand value of up to R50 000 000 (all applicable taxes

included); and

the 90/10 system for requirements with a Rand value above R50 000 000 (all applicable taxes

included).

The value of this bid is estimated not to exceed R50 000 000 and therefore the 80/20 system shall be

applicable.

8. PRICING SCHEDULE

Points awarded for price (80 points)

Note: Respondents are required to complete and return Annexure A - Bill of Quantities

Item No.

Description of Item Unit Qty Rate Total Price of Item (ZAR)

Scope of Requirements (Section 4)

Annexure A – Bill of Quantities

All prices should be inclusive of VAT. No variation, to the accepted quote, will be allowed unless the service provider has obtained prior written approval from PPECB. Quoted prices to be valid for 90 business days

and no variation to the accepted quote will be allowed.

Notes to Pricing:

a) To facilitate like-for-like comparison bidders must submit pricing strictly in accordance with this pricing schedule (Annexure A - Bill of Quantities) and not utilise a different format. Deviation from this pricing schedule will result in a bid being declared non responsive.

b) Please note that should you have offered a discounted price(s), PPECB will only consider such price discount(s) in the final evaluation stage if offered on an unconditional basis.

c) Respondents, if awarded the contract, are required to indicate that their prices quoted would be kept firm and fixed for the contract duration.

Points awarded for B-BBEE status level of contribution (20 points)

In terms of Regulations 5 (2) and 6 (2) of the Preferential Procurement Regulations, preference points will be awarded to a tenderer for attaining the B-BBEE status level of contribution in accordance with the table as set out in the Preference Points Claim Form. Tenderers must provide a certified copy of the valid BBBEE certificate.

Note: PPECB reserves the right to appoint a tenderer other than the one that scored the highest

points.

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9. SPECIAL CONDITIONS

PPECB reserves the right to require of a tenderer, either before a bid is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by the PPECB. PPECB reserves the right to invite tenderers for presentations before the award of the bid.

PPECB may decide to have compulsory presentations made either by all tenderers who have obtained at least 80% of the marks for functionality, or by ranked bidders once the functionality, price and preference marks have been combined. Presentations shall only affect the marks awarded for functionality.

If the date of the presentation meeting is not indicated in the bid document, at least three days’ notice will be given to tenderers required to attend the presentation as well as the details of the venue for the presentation.

PPECB reserves the right to reject any proposal found to be inadequate or non-compliant to the Terms of Reference. The successful tenderer(s) may be required to sign a Service Level Agreement (SLA). The Tenderer may not intend to assign, in whole or in part, any of its obligations to perform in terms of the contract to any third party, unless prior consent is obtained in writing. A tenderer may not intend to cede his right to payment in terms of a contact to a third party without prior written consent. 10. FORM OF CONTRACT

The PPECB and the successful Tenderer will enter into a written contract in respect of the services required by the PPECB as detailed in this Invitation to Tender. The form of contract will be as agreed between the PPECB and the successful Tenderer.

11. FURTHER INFORMATION

For further information a tenderer may contact the Procurement Officer at the address shown below:

Physical Address PPECB 45 Silverboom Avenue Plattekloof

Postal Address PPECB The Procurement Officer PO Box 15289 Panorama 7506

Contact number +27 21 9301134 Technical Enquiries Nandipha Mnonopi - nandipham@ppecb.com Commercial Enquiries Ikanyeng Matloko – ikanyengm@ppecb.com