INVITATION TO PROSPECTIVE BIDDERS TO SUBMIT QUOTATIONS

YOU ARE HEREBY INVITED TO BID (PROVIDE A QUOTATION) IN

RESPECT OF PROFESSIONAL SERVICE REQUIREMENTS BY THE SOUTH
AFRICAN COUNCIL FOR THE
PROJECT AND CONSTRUCTION MANAGEMENT PROFESSIONS (SACPCMP).
BID DESCRIPTION Travel Agency
BID NUMBER 2022/11/FIN
NAME OF INSTITUTION The South African Council for the Project and Construction
Management Profession (SACPCMP)
THE PLACE WHERE SACPCMP Offices
GOODS ARE TO BE 446 Rigel Avenue South
DELIVERED/ WORKS OR Rigel Office Park
SERVICES ARE
REQUIRED Erasmusrand
Pretoria
COMPULSORY - Please note that failure to submit compulsory documents
REQUIREMENTS may lead to disqualification.
- Only emailed submissions will be accepted.
RFQ DISTRIBUTION DATE 15 November 2022 16h00
QUERIES CLOSING DATE 01 December 2022 16h00
RFQ CLOSING DATE 15 December 2022 16h00

CONTACT DETAILS Electronic Electronic bids should be submitted to

bids Nokuthula Madlala
[email protected]
Physical SACPCMP Offices
address 446 Rigel Avenue South
Rigel Office Park
Erasmusrand

Tel Admin Enquiries: 011 318 3402 (Ms.

Madlala)
Fax No facsimile will be considered
Email [email protected]
[email protected];
Contact Admin Enquiries: Ms. Madlala
person
CATEGORY Professional Services
SECTOR Regulatory Council
REGION Gauteng Province
COMPULSORY BRIEFING Date N/A
SEESION/SITE VISIT Time
Venue

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1. BACKGROUND
The South African Council for the Project and Construction Management
Professions (SACPCMP) is a juristic person established by section 2 of the
Project and Construction Management Professions Act (Act No.48 of 2000)
which provides for statutory professional certification, registration and regulation
of Project and Construction Management Professions to protect public interest.
In line with the construction industry development initiatives, the Council
continues to advance and promote the science and management practice of
project and construction management thereby contributing towards promotion
of the construction and built environment industries.
It further regulates the Project and Construction Management Professions to
protect the public by identifying the type and scope of work, registering
professionals and maintaining a national register of professionals who adhere
to a Code of Conduct.
It also accredits Project and Construction Management programmes at tertiary
educational institutions to ensure that graduates are employable within the
industry upon completion of their studies and recognises Voluntary Associations
who assist in the promotion of the professions under the SACPCMP (South
African Council for the Project and Construction Management Professions)
umbrella.
OPERATIONS
The SACPCMP operates in the Built Environment alongside the other six
Councils being the South African Council for the Architectural profession
(SACAP), the Engineering Council of South Africa (ECSA), The South African
Council for the Landscape Architectural Profession (SACLAP), The Council for
the Quantity Surveying Profession (SACQSP) and the South African Council for
the Property Valuers Profession (SACPVP). The National Minister of Public
Works is the Executive Authority of the Council and communicates with the
Council through the CBE, which is the overarching body that co-ordinate the
activities of all the six Built Environment Councils.

2. SCOPE OF WORK
At a minimum the travel agency services must comply with the SACPCMP
travel policy (including air travel, road transport, accommodation, car hire and
shuttles) and manage traveler profiles, relating to the following:

• SACPCMP shall inform travel agency of any travel

arrangements in the form of a travel requisition form.
• The agency will supply SACPCMP with 24-hours service regarding
changes cancellations to any bookings.
• A workflow communication platform to be set up according to
the SACPCMP requirements.
• The travel agency must submit travel documentation
electronically to the travel booker and the traveler
• By means of both SMS and email.

2.1 METHODOLOGY AND APPROACH

Detailed Services Required:

The travel agent will be required to:

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 • Provide the necessary travel booking services and support.
• Negotiate favorable and discounted rates for the SACPCMP, namely airfares,
ground transportation and hotel and accommodation
• Provide a transparent and inclusive service fee structure.
• Provide after-hours service.
• Ensure timely notification to the SACPCMP and to travelers of airport closing,
any extreme weather conditions, cancellations, or delays in flights.
• Update the SACPCMP regularly on cancellation policies and fees of airline
and the other related travel costs.
• Obtain any reimbursement which may be due as a result of cancelled or
reissued reservations and/or tickets, unless otherwise stated.
• Notify the SACPCMP of air tickets for revalidation and/or reissue.
• Ensure booking confirmations and payments as required by the airlines and
other relevant travel agents are made.
• Ensure prompt investigation and resolve on any complaints.
• Provide detailed reporting on the services provided, discounts and related
benefits, upon request by the SACPCMP.
• The travel agent shall be given a copy of the SACPCMP’s travel policy and
procedures and the travel agency will ensure compliance.
• Always ensure that SACPCMP benefits from negotiated corporate rates and
also ensure adherence to cheapest fare policy, unless advised to the contrary.
• Travel itineraries must be generated for every approved travel request. This
should reflect complete information on status of reservations on all carriers,
road transport and accommodation. The traveler must be made aware of fare
restrictions, post ticketing.

Pre – Ticket changes

• The travel agency must have the ability to make multiple changes to the travel
requirements prior to the approval and issue.
• The travel agency must manage quality control issues and disaster recovery
services for all bookings.
• The travel agency should advise on travel insurance costs.
• The travel agency should take note of special requirements, seat preference
and type of flights for the executives.
• The travel agency must ensure that all voyager miles are captured correctly
for all flights

2.2 PAYMENT AND THE RECONCILIATION PROCESS

The travel agency will pay service providers and invoice SACPCMP on monthly
basis.

Travel agency invoicing will be payable within a thirty-day period by the SACPCMP.
This is to ensure effective monitoring of expenditure and charges on the travel
account.

2.3 PRICING MODULE

Quotation to be provided as per the service category below
BOOKING/ ADMINISTRATION FEE STRUCTURE
ITEM ITEM DESCRIPTION PRICING
NO
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 1 Domestic Air Travel
2 Transfer & Shuttles
3 Accommodation
4 Service Fees
5 Car Hire
6 Admin Fee
7 Change to Booking Fee
88
8 Insurance
9 Regional Air Tickets

3. MANDATORY REQUIREMENTS

3.1. Quotations will be disqualified or excluded under the following conditions:

3.1.1. Submission after the deadline.

3.1.2. Quotations submitted at incorrect location.

3.1.3. Service Providers whose tax matters are not in order at the time when
SACPCMP makes an appointment.

3.1.4. Not including a valid original tax clearance certificate as well as BBBEE
Original Certificate/ Sworn Affidavits and CSD certificate

4. MINIMUM FUNCTIONAL REQUIREMENTS

The service provider should meet the following minimum requirements:
4.1. Registration and CSD good standing status of form
4.2. At least three recent (not older than 3 years) written and contactable
references from clients that you provided for similar human resource
consulting services as the ones prescribed.

5. SPECIAL CONDITIONS

5.1. All enquiries must be made in writing to [email protected], during

office hours between 09h00 and 16h30.

5.2. SACPCMP reserves the right not to consider any Quotation not fully
completed.

5.3. By accepting to take part in the Quotation process, you agree to keep in
confidence all information imparted to you in relation with the Quotation
process, not to disclose it to third parties and not to use it for other purpose
than the Quotation.

5.4. The Respondent is responsible for all costs incurred in the preparation and
submission of the Quotation.

5.5. Kindly note that SACPCMP is entitled to:

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 5.5.1. Amend any RFQ conditions, validity period, specifications, or extend
the closing date and/or time of RFQ’s before the closing date. All
Respondents, to whom the RFQ documents have been issued, will be
advised in writing of such amendments in good time.

5.5.2. Verify any information contained in a Quotation.

5.5.3. Not appoint any bidder.

5.5.4. Vary, alter, and/or amend the terms of this RFQ, at any time prior to the
finalisation of its adjudication hereof.

5.5.5. Disqualify Quotations that contain an omission of disclosure of material

information, that is factually inaccurate, and/or contains a
misrepresentation.

5.5.6. Not accept the lowest Quotation or any Quotation in part or in whole.
The SACPCMP normally awards the contract to the bidder who proves
to be fully capable of handling the contract and whose Quotation is
technically acceptable and/or financially advantageous to the
SACPCMP.

5.5.7. Appointment as a successful contractor shall be subject to the parties

agreeing to mutually acceptable contractual terms and conditions. In
the event of the parties failing to reach such agreement within 30 (thirty)
days from the appointment date, the SACPCMP shall be entitled to
appoint the contractor who was rated 2nd (second), and so on.

5.5.8. Cancel or withdraw from this RFQ as a whole or in part without

furnishing reasons and without attracting any liability.

5.5.9. This Quotation and its acceptance shall be subject to the terms and
conditions contained in this RFQ document.

6. QUOTATION
6.1. Email Quotations should be submitted by 16h00 on 22 September 2022 the
following email addresses: [email protected] and
[email protected]

7. BID EVALUATION:

7.1. Evaluation
Evaluation phase will be evaluated as follows:

Evaluation criteria Points

Price 80%

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BBBEE 20%
Maximum Points 100%

8. Quotation Price

These requirements are only minimum requirements. It is required that Service

provider familiarise himself/herself with the details of the services/ supplies to be
able for him/her to quote accordingly. The quoted price must be in South African
Rands and be inclusive of 15% Vat, if VAT registered vendor.
8.1. Pricing Schedule

BOOKING/ ADMINISTRATION FEE STRUCTURE

ITEM ITEM DESCRIPTION PRICING
NO
1 Domestic Air Travel
2 Transfer & Shuttles
3 Accommodation
4 Service Fees
5 Car Hire
6 Admin Fee
7 Change to Booking Fee
88
8 Insurance
9 Regional Air Tickets

NB: Validity period for this RFQ should be at least 3 Months from the date of
submission.
9. Period of Contract

The contract is short term contract. Work will only commence upon the signing
of the contract which will be followed with various purchase order/s for specific
items as may be needed.
10. General Conditions of Contract

General Conditions of Contract (GCC) as per National Treasury will apply.

Service providers must familiarise themselves with these conditions as they
will be applicable throughout the duration of the contract period.
11. Evaluation Criteria

Quotations received will be evaluated according to the prescriptions of the

Preferential Procurement Policy Framework Act no 5 of 2000, the
Procurement Regulations of 2017 pertaining to the Act and SACPCMP
Procurement Policy determined within the framework of the Act. The 80/20
preference point system will apply. For you to go the next phase of evaluation
points of 80% must have been achieved.

12. Contract Management

The Service Provider will be required to sign a Standard Contract based for
the duration and value of services.
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 ____________________________ ________________________
Authorised Bidder’s Signature Date

PLEASE NOTE

1. Any quotation submitted after the closing date and time shall NOT be
considered.
2. Ensure that your Quotation/ quotation clearly covers ALL the above aspects of
the RFQ.
3. DO NOT include insurance to your quote as SACPCMP provides its own
insurance.
4. ALL QUOTATIONS and ENQUIRIES are to be addressed to the respective
person stipulated on the Request for Quotation in Supply Chain
Management Department.
5. The SACPCMP reserves the right to cancel the procurement process at any
time without notice, and not issue the order.
6. Conditional quotations will be subject to SACPCMP acceptance and approval
processes.

7. It is no longer compulsory for bidders to submit SBD 4, 8 & 9 together with this
RFQ on the stipulated closing date.
8. The SACPCMP shall request the preferred bidder / service provider to complete
and submit SBD 4, 8 & 9 before any awards are finalised. The SBD form shall
be valid for a period of twelve (12) months from the date submitted. The onus
will rest with the service provider who has been awarded the services to
inform SACPCMP of any changes to the information provided on such SBD
forms. Failure to do so will result in misrepresentation of facts/ information and
may results in SACPCMP terminating the service or contract.
9. Payment terms: compliant invoices will be processed within 30 days after receipt.

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 FOR OFFICE USE ONLY

RECEIVED BY:______________________________

COMPANY STAMP

SBD 6.1

PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL

PROCUREMENT REGULATIONS
2017

This preference form must form part of all bids/ Quotations submitted. It
contains general information and serves as a claim form for preference points
for Broad-Based Black Economic Empowerment (B-BBEE) Status Level of
Contribution.

NB: BEFORE C O M P L E T I N G T H I S F O R M , B I D D E R S / P O T E N T I A L
S E R V I C E P R O V I D E R S MUST STUDY THE GENERAL CONDITIONS,
DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF B-BBEE,
AS PRESCRIBED IN THE PREFERENTIAL PROCUREMENT
REGULATIONS, 2017.

1. GENERAL CONDITIONS

1.1 The following preference point systems are applicable to all bids/ Quotations:

- the 80/20 system for requirements with a Rand value of above

R30,000 and 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).

1.2 The value of this bid cannot exceed an estimated amount of R50 000
000 (including all applicable taxes) and therefore the 80/20 preferential
procurement point system shall be applicable.

1.3 Preference points for this bid shall be

awarded for:

(a) Price; and

(b) B-BBEE Status Level of Contribution.

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1.4 The maximum points for this bid/ Quotation are allocated as follows:

POINTS
DESCRIPTION

PRICE
80

B-BBEE STATUS LEVEL OF

20
CONTRIBUTION
Total points for Price and B-BBEE must not
100
exceed

1.6 Failure on the part of a bidder/ service provider to submit proof of B-BBEE
Status level of contribution together with the bid, will be interpreted that
preference points for B-BBEE status level of contribution are not claimed.

1.6 The purchaser reserves the right to require of a bidder, either before a bid is
adjudicated or at any time subsequently, to substantiate any claim deemed
fit in any manner required by the purchaser.

2. DEFINITIONS

(a) “B-BBEE” means Broad-Based Black Economic Empowerment as

defined in section 1 of the Broad-Based Black Economic Empowerment
Act;

(b) “B-BBEE status level of contributor” means the B-BBEE status of an

entity in terms of a code of good practice on black economic
empowerment, issued in terms of section 9(1) of the Broad- Based Black
Economic Empowerment Act;

(c) “bid” means a written offer in a prescribed or stipulated form in

response to an invitation by an organ of state for the provision of goods
or services, through price quotations, advertised competitive bidding
processes or Quotations;

(d) “Broad-Based Black Economic Empowerment Act” means the

Broad-Based Black Economic Empowerment Act, 2003 (Act No. 53 of
2003);

(e) “EME” means an Exempted Micro Enterprise in terms of a code of good

practice on black economic empowerment issued in terms of section 9
(1) of the Broad-Based Black Economic Empowerment Act;

(f) “functionality” means the ability of a tenderer to provide goods or

services in accordance with specifications as set out in the tender
documents.

(g) “prices” includes all applicable taxes less all unconditional discounts;

(h) “proof of B- BBEE status level of contributor” means:

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 1) B-BBEE Status level certificate issued by an authorized body or
person;
2) A sworn affidavit as prescribed by the B-BBEE Codes of Good
Practice;
3) Any other requirement prescribed in terms of the B-BBEE Act;

(i) “QSE” means a qualifying small business enterprise in terms of a

code of good practice on black economic empowerment issued in
terms of section 9 (1) of the Broad-Based Black Economic
Empowerment Act;

(j) “rand value” means the total estimated value of a contract in Rand,
calculated at the time of bid invitation, and includes all applicable taxes;

3. POINTS AWARDED FOR PRICE

3.1 THE 80/20 OR 90/10 PREFERENCE POINT SYSTEMS

A maximum of 80 or 90 points is allocated for price on the following basis:

Where-

Ps = Points scored for price of bid under

Pt = consideration
Price of bid under consideration
Pmin = Price of lowest acceptable bid

4. POINTS AWARDED FOR B-BBEE STATUS LEVEL OF CONTRIBUTOR

4.1 In terms of Regulation 6 (2) and 7 (2) of the Preferential Procurement

Regulations, preference points must be awarded to a bidder for attaining
the B-BBEE status level of contribution in accordance with the table below:

B-BBEE Status Level of Number of points Number of points

Contributor (90/10 system) (80/20 system)
1 10 20

2 9 18

3 6 14

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 4 5 12

5 4 8

6 3 6

7 2 4

8 1 2

Non-compliant contributor 0 0

5. BID DECLARATION

5.1 Bidders who claim points in respect of B-BBEE Status Level of Contribution
must complete the following:

6. B-BBEE STATUS LEVEL OF CONTRIBUTOR CLAIMED IN TERMS OF

PARAGRAPHS 1.4 AND 4.1

6.1 B-BBEE Status Level of Contributor: ……….………(maximum of 10 or 20

points)
(Points claimed in respect of paragraph 7.1 must be in accordance with
the table reflected in paragraph 4.1 and must be substantiated by relevant
proof of B-BBEE status level of contributor.

7. SUB-CONTRACTING

7.1 Will any portion of the contract be sub-contracted? (Tick

applicable box)
YE NO
S
7.1.1. If yes, please indicate:

i) What percentage of the contract will be

subcontracted............………………%
ii) The name of the sub-
contractor…………………………………………………..
iii) The B-BBEE status level of the sub-
contractor.............................……………..
iv) Whether the sub-contractor is an EME or QSE (Tick applicable box)
YE NO
v) SSpecify, by ticking the appropriate box, if subcontracting with an
enterprise in terms of Preferential Procurement Regulations,2017:

Designated Group: An EME or QSE which is at last 51% EM QSE

owned by: E √
√
Black people
Black people who are youth

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 Black people who are women
Black people with disabilities
Black people living in rural or underdeveloped areas or townships
Cooperative owned by black people
Black people who are military veterans
OR
Any EME
Any QSE

8. DECLARATION WITH REGARD TO COMPANY/FIRM

8.1 Name of company name

firm…………………………………………………………….
8.2 VAT registration
number……………………………….…………………………………
8.3 Company registration
number……….………………………………………………….
8.4 TYPE OF COMPANY/ FIRM [TICK APPLICABLE BOX]

Partnership/Joint Venture / Consortium

One-person business/sole propriety
Close corporation
Company
(Pty) Limited

8.5 DESCRIBE PRINCIPAL BUSINESS ACTIVITIES

………………………………………………………………………………………
………
………………………………………………………………………………………
………

8.6 COMPANY CLASSIFICATION [TICK APPLICABLE

BOX]

Manufacturer
Supplier
Professional service provider
Other service providers, e.g. transporter,
etc.

8.7 Total number of years the company/firm has been in

business………………………

8.8 I/we, the undersigned, who is / are duly authorised to do so on behalf of

the company/firm, certify that the points claimed, based on the B-BBE
status level of contributor indicated in paragraphs 1.4 and 6.1 of the
foregoing certificate, qualifies the company/ firm for the preference(s)
shown and I / we acknowledge that:

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 i) The information furnished is true and correct;

ii) The preference points claimed are in accordance with the General
Conditions as indicated in paragraph 1 of this form;

iii) In the event of a contract being awarded as a result of points claimed as

shown in paragraphs 1.4 and 6.1, the contractor may be required to
furnish documentary proof to the satisfaction of the purchaser that the
claims are correct;

iv) If the B-BBEE status level of contributor has been claimed or obtained
on a fraudulent basis or any of the conditions of contract have not been
fulfilled, the purchaser may, in addition to any other remedy it may have
–

(a) disqualify the person from the bidding

process;

(b) recover costs, losses or damages it has incurred or suffered as a

result of that person’s conduct;

(c) cancel the contract and claim any damages which it has
suffered as a result of having to make less favourable
arrangements due to such cancellation;

(d) recommend that the bidder or contractor, its shareholders

and directors, or only the shareholders and directors who
acted on a fraudulent basis, be restricted by the National
Treasury from obtaining business from any organ of state for
a period not exceeding 10 years, after the audi alteram
partem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution.

WITNESSES
1…………………………………………. …………………………….…………………
SIGNATURE(S) OF BIDDERS(S)
2……………………………………………
DATE: …………………………

ADDRESS: ………………………….

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 Addendum A;
B-BBEE Level of Contribution certificate – original or certified copy.

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 Addendum B;
Valid Tax Clearance Certificate.

0/20 or 90/10

Pt P min Pt P min
Ps 90 1
Ps 80 1 or
P min P min

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