CLARIFICATION MEETING: PTATEN 2450 The Provision of a Self Service capabilities to enable travel management services inclusive of travel, accommodation and car rental bookings for a period of three (3) years ARIES BOARDROOM, CONFERENCE CENTRE 30 MAY 2019
Programme 10:00 - 10:05 Safety Procedure 10:05 - 10:10 Welcome & Objectives 10:10 – 10:45 Commercial Process 10:45 – 11:00Functionality - Technical Evaluation 11:00 – 11:45 SHE 11:00 – 11:45 Quality Process 11:45 – 12:00 Supplier Development and Localisation Summary and Closure 2
Commercial Process Nokwanda Gambushe
Commercial Process Eskom’s tender process consists of the following stages: The tender procurement process will include the following 6 major phases: Tendering Stage • Question and answers - through a single communication channel (gambuscn@eskom.co.za) • Clarification responses published – Eskom tender bulletin & NT website • Submissions on or before closing date & time at Eskom Tender Office Evaluation Stage • Basic Compliance • Mandatory tender returnables • Pre-qualification criteria (SD&L) • Functionality ( 80% Threshold ) • Price and preference scoring Approval by T/C Negotiations (If necessary) Contract award 4 4
Commercial Process – Cont.. Evaluation Methodology PPPFA evaluation methodology will be applied. • The first evaluation will be done on Commercial for Basic Compliance of tender returnables. • The second Evaluation will be done on Pre-qualification: • The following prequalification criterion is applicable in terms of regulation 4(1) (a) and 4(2) of the PPPFA regulations 2017: • Tenderers with BBBEE level 1 to level 4 in accordance with paragraphs 4(1)(a) and 4(2) of the PPPFA regulations 2017. Tenderers are required to submit a valid BBBEE certificate issued by SANAS accredited verification agency or a signed and dated sworn affidavit. • The third Evaluation will be done on Functionality - RFP Responses Technical Evaluation • Scope of works as annexure A • See evaluation criteria (70% ) • See attached Demo evaluation criteria (30% ) 5 5
Commercial Process – Cont... Demo Phase Evaluation The top four (4) highest ranked suppliers from the 1st stage technical evaluation will be required to present demos from their scope of supply to Eskom for further evaluation. From the top four tenderers, the evaluation for stage 1 and stage 2 will be combined and Tenderers who do not meet a minimum of 80% will not be evaluated further. Tenderers need to score the minimum threshold(s) or more to qualify for the next stage of evaluation . The fourth phase evaluation will be conducted on pricing and B-BBEE as follows: • Suppliers will be ranked by applying the preferential point scoring based on: o 80/20 (for estimated values above R50M inclusive of VAT) o score from Pricing added to B-BBEE level together and rank the suppliers from the highest to the lowest. • The highest ranked suppliers will be selected Requirements for Contract award: These will be applied after evaluation and will be linked to contract award and may not necessarily be linked to the allocation of points for further evaluation. Quality - T enderers must comply with QM58 Supplier Contract Quality Requirements. 6
Tender Details • SHE - T enderers to acknowledge Eskom Safety, Health and Environmental Standards, Procedures and Policies that an Eskom suppliers will adhere to; as well as compliance to SHE minimum requirements • All tender returnables need to be submitted with the tender to be responsive for evaluations • The tender response shall be submitted as in 2 copies: • An Original T ender, plus 1 complete hard copy of the original tender at tender submission deadline . In addition to this a soft copy (Memory stick) is required. – (Clearly labelled with Supplier name). • Failure to submit the two (2) files will disqualify the bidder from being evaluated. • Each section of the tender response file must contain its own folder. E.g. (a) Commercial (b) T echnical (c) SHE (d) Quality (e) Financials. • The place for delivery of the tender is Eskom’s T ender Box located at THE TENDER OFFICE Eskom Menlyn Office Menlyn 5 level -1 1 Gobie Newlands Pretoria • T ender closing date: 10h00 on 19 June 2019 Late Tenders will not be accepted 7
Contracting This is a non-compulsory clarification session. The validity period is 90 working days from tender closing date. Clarification questions will be received until: 11 June 2019 8
Technical Requirements Selby Mgaga and Muvenda khomolo
Eskom’s Requirements for Self Booking Tool
Best Practice for a Self Booking Tool ORDER PROCESS (TRAVEL REQUEST) Create and order TRAVEL BOOKING PROCESS Book Travel Services Required 30 May 2019 11
Best Practice for a Self Booking Tool EXPENSES MANAGEMENT PROCESS Match Order with Invoice and allocate costs as per expense type before processing payment FINANCIAL ACCOUNTING PROCESS General Ledger cost allocation and Reporting 30 May 2019 12
SHE Requirements: Pumeza Mabunda
OHS RETURNABLES Safety Health and Environment (SHE) • Annexure B to be signed by service provider’s Senior Manager / CEO • Safety, Health and Environmental Plan for Scope of work not limited to the following: • SHE Incident management Procedure • Risk Assessment Procedure – incl. methodology • Medical Surveillance Procedure • Vehicle Safety and Driver Behaviour Procedure • Baseline SHE Risk Assessment (BRA) • Valid Letter of Good Standing (COIDA or equivalent) • SHE policy signed by CEO/ MD-Comply to OHS Act Section 7 or OSHAS 18001 • Legal requirements 37-2 AGREEMENT 14
Quality Requirements Sipho Sambo
Quality Requirements • SECTION A : Quality Management System Requirements ISO 9001 • Objective evidence of documented QMS that is not certified but complies with ISO 9001 • A.1 Quality Method statement based on scope of work. • A.2 Quality Policy Approved by top management. • A.3 Quality Objectives Approved by top management. • SECTION B : Evidence of QMS in operation (Tender Quality Requirements -Ref QM-58 /240-105658000 ) • B.1 Documented information for defined roles, responsibilities and authorities • B.2 Documented information for Control of Externally Provided Processes, Products and Services • SECTION C: User defined additional Requirements & miscellaneous (Ref QM-58) • Customer specific requirements & other standards and required can be listed and evaluated here • C.1 Form A is completed and signed. 16
Supplier Development and Localisation (SD&L) Rojane Qhacha
Questions Q & A 18
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