South African Airways

RFQ GSM074/18

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South African Airways

RFQ GSM074/2018 Request for quotation for

Creative Advertising Agency

South African Airways

RFQ GSM074/18

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G.1 Written Quote Form RFQ NUMBER: GSM074/18 CLOSING DATE: 4 June 2018 at 12:00 VALIDITY OF RFQ: 90 days RFQ DOCUMENTS TO BE E-MAILED TO: ThutoMaila@flysaa.com

Vendors should ensure that quotations are returned before the closing date and time. If the quotation is late, it will not be accepted for consideration.

SAA requests your quotation on the goods and/or services listed on the attached form. Please furnish all information as requested and return your quote on/before the date stipulated. Late and incomplete submissions may invalidate the quote submitted. NAME OF VENDOR: ............................................................................................................................................. POSTAL ADDRESS: ................................................................................................................................................ TELEPHONE NO.: ................................................................................................................................................. CELL NO: ............................................................................................................................................................... E MAIL ADDRESS: ................................................................................................................................................. CONTACT PERSON: .............................................................................................................................................. This RFQ will be evaluated on pricing, BEE and functionality. Required Documentation to be attached;

1. SAA Vendor Document. Refer to Annexure 1 2. CSD Registration document. Refer to Annexure 2.

CONDITIONS All goods or services purchased will be subject to SAA General Conditions of Contract (C10&C11). A copy of

said conditions is available from the local Procurement office. It is the responsibility of the Vendor to ensure that SAA is in possession of a valid Original Tax Clearance

Certificate. The onus therefore rests on the vendor to ensure SAA receives a valid Tax Clearance Certificate, as soon as the validity of the said certificate expires. Where SAA does not have a valid Tax Clearance Certificate, an Original Tax Clearance Certificate must be submitted with this RFQ. Failure to do so may invalidate the quote submitted in terms of the RFQ.

All purchases will be made through an official purchase order. Therefore no goods must be delivered or services rendered before an official order/contract has been received.

I certify that the information supplied is correct and I have read and understand SAA General Conditions of Contract and accept SAA General Conditions of Contract.

I further certify that all the required information has been furnished and the relevant forms completed and are herewith submitted as part of the bid.

SIGNATURE OF VENDOR: ____________________________ CAPACITY: _______________________________

South African Airways

RFQ GSM 074/18

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G.2 RFQ Price Schedule RFQ NUMBER GSM074/18

SAA Business Unit: Global Supply Management

______________________________________________________________________________________ 1. Background

1.1. Service Providers are requested to provide Prices with their quotation to SAA for all the

services to be provided as per specification. Service providers are expected to submit a costing that is fair and reasonable.

1.2. SAA has the right to enter into negotiation with a prospective Service Provider regarding any terms and conditions, including price(s), of a proposed contract.

2. Scope of work

South African Airways (SAA) and its subsidiary, SAA Voyager requires the services of a creative Advertising Agency for a short period of time (4 months) for the delivery of marketing messages in a variety of communication channels. The appointed Ad Agency will develop and implement SAA advertising and communication strategy and through-the-line campaigns on selected channels. This includes the development of the core creative idea for each campaign, ensuring the idea is applicable across multi-communication channels. The appointed Ad Agency will be expected to provide the following services (scope of work):

Through-the-line creative concept development – to develop and implement SAA’s advertising and communication strategy and through-the-line campaigns

Creative Strategy – to provide strategic direction to creative team ensuring that creative development is aligned to the campaign strategy.

Creative and Campaign strategy for SAA Voyager – to provide strategic & creative alignment and CRM advertising and loyalty communication

Agency credentials

1. The bidding entity must not be offering advertising or loyalty programme services to any airline operating on SAA routes at the time of bidding. Bidder to confirm this in their bid documents.

2. The bidding entity must submit the rate card to be charged to SAA for any work briefed to the

agency. This is required for cost comparison purposes.

3. VALUATION PROCESS & CRITERIA

3.1 EVALUATION PROCESS

3.1.1. COMPLIANCE WITH MINIMUM REQUIREMENTS

All quotations duly lodged will be examined to determine compliance with bidding requirements and conditions. Quotations with obvious deviations from the requirements/conditions will be eliminated from further adjudication.

South African Airways

RFQ GSM 074/18

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3.1.2 EVALUATION OF QUOTATION

The contract shall be awarded at the sole and absolute discretion of SAA. SAA hereby represents that it is not obliged to award this quotation to any bidder. SAA is entitled to retract this quotation at any time as from the date of issue.

SAA shall not be obliged to accept the lowest of any quotation, offer or proposal. All quotation will be evaluated according to the criteria, weightings and threshold scores as Indicated in 3.2 below:

3.2 EVALUATION CRITERIA The criteria and weights referred to in paragraph 3.1.2 above are as follows:

The criteria and weights referred to in paragraph 4.1.2 above are as follows:

EVALUATION CRITERIA WEIGHT

Elements of Functionality Evaluation Criteria Weight %

The bidding entity must have a physical office in Johannesburg to support on-time and efficient service delivery. (Physical address of the bidding entity's office in Johannesburg must be provided with the proposal)

10%

The bidding entity must provide evidence of through-the-line advertising projects successfully executed for clients in the last five (5) years. The information provided in response to the above requirement must be supported by duly signed testimonial letters on the client’s letter head indicating contact details of the client, similar scope of work implemented, period of work done and testifying satisfactory service delivery.

30%

The bidding entity must submit a Case Study which: a) Demonstrates the bidding entity’s ability to deliver a similar scope of

work (as delineated by SAA’s scope of work) successfully executed for a client. (30%)

60% b) The case study must be supported by a duly signed testimonial letter on the client’s letter head indicating (1) the Scope of work implemented (2) an indication of the budget (3) testifying satisfactory service delivery and (4) contactable details of the signatory. (30%)

Functionality Total Score 100%

The following Rating Scale, of 0 to 5, will apply to the Evaluation Process, where:

0 = Non-compliance 3 = Partial compliance 5 = Full compliance Threshold: The minimum qualifying score for Functionality is 80%. All tenders that do not comply with all the Mandatory Requirements for Functionality and that fail to achieve the minimum qualifying score of 80% on Functionality shall not be considered for further evaluation against Price and B-BBEE.

South African Airways

RFQ GSM 074/18

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3.3.3 PHASE 3 - Preference Point System All tenders that comply with the mandatory requirements for Functionality and that have achieved the minimum qualifying score of 80% (Acceptable tenders) will be evaluated further in terms of the applicable preference point system as follows:

Criteria Points

Price 80

BBBEE 20

Total 100 points

SAA will give preference to bidders who are:

Black owned companies.

Black women owned companies

Black youth owned companies

Companies owned by people with disabilities

Companies located in Rural Areas

Companies Owned by Military Veterans

2 STANDARD CONDITIONS FOR REQUEST FOR QUOTATION Conditions:

4.1 All prices quoted must be exclusive of Value Added Tax (VAT). 4.2 All goods/services purchased will be subject to SAA Conditions of Contract and Order, available

when requested. 4.3 All prices submitted must be firm. “Firm” prices are deemed to be fixed prices, which are only

subject to the following statutory changes, namely VAT. 4.4 Note: Although SAA would prefer to award this contract to one service provider, it remains at

our discretion to award the functions of the manufacturing of this product to the company that will provide us with excellent & prompt service. SAA is thus not obligated to award this quote to any bidder. SAA is entitled to retract this quote at any time as from date of issue, without any refunds whatsoever. SAA is not obligated to award this quote to the bidder that quotes the lowest.

4.5 Service, pricing and availability will be taken into consideration. 4.6 Pricing should be given based an individual component that would make up the solution based

on technical and functional requirements.

THE FOLLOWING MUST ACCOMPANY YOUR QUOTE

SAA Vendor application and supporting documents. Refer to Annexure 1

CSD Registration document. Refer to Annexure 2.

South African Airways

RFQ GSM 074/18

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IF NOT QUOTING, INDICATE SO AND RETURN EMAIL TO THE RELEVANT PROCUREMENT OFFICIAL SIGNATURE OF VENDOR: ________________________________________ CAPACITY : ________________________________________ Company Stamp : _________________________________________

South African Airways

RFQ GSM 074/18

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Annexure 1

Duly Authorized to sign for and behalf of the Enterprise / Organization:

Name:

Phone:

Date:

Vendor Account Number: Company Code(s):

VENDOR INFORMATION

Registered Name:

Trading Name:

Physical Address:

Postal Address:

Phone: E-mail: Fax:

City: Province: Postal Code:

Contact Person: Phone: Cellular:

BANK AND TAX DETAIL

Name of Bank:

Branch Name / Number:

Bank Account Number:

VAT Registration Number:

Tax Clearance Certificate Number:

Tax Clearance Certificate Approved Date:

Tax Clearance Certificate Expiry Date:

B-BBEE DETAIL

B-BBEE Certificate Number:

B-BBEE Certificate Verification Date: B-BBEE Certificate Expiry Date:

Applicable Scorecard: (Tick Applicable Box)

Exempted Micro Enterprise (EME):

Qualifying Small Enterprise (QSE):

General/Large Supplier (GEN):

B-BBEE Status Level: Enterprise Development: Yes / No

B-BBEE Value Adding : Yes / No % Black Ownership:

% Black Women Ownership: % Black People with Disabilities:

Since when has the enterprise been in operation – Months / Years:

What is your company’s annual turnover (previous financial year):

South African Airways

RFQ GSM 074/18

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Signature of applicant:

Designation / Capacity:

DOCUMENTATION REQUIRED Attached

Certified Company Registration documents:

Certified Copies of identity documents of shareholders (where applicable):

Certified Shareholders’ Certificates (where applicable):

Cancelled Cheque / Stamped Bank Confirmation Letter not older than one year

Latest Valid B-BBEE Certificate/ letter from auditor/accounting officer/verification agency/affidavit

Latest Valid Clearance Certificate / SARS pin on official SARS documentation :

Signed Joint Venture / consortium agreement (where applicable)

CSD Registration Report

Please submit the above signed document with the above supporting documents.

South African Airways

RFQ GSM 074/18

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For Internal Use Only:

Checklist: Yes No

Certified Company Registration documents:

Certified Copies of identity documents of shareholders:

Certified Shareholders’ Certificates:

Cancelled Cheque / Stamped Bank Confirmation Letter:

Latest Valid B-BBEE Certificate:

Latest Valid Original Clearance Certificate:

Contracted Supplier: If yes, attach copy of contract If no, attach GSM Approval Schedule

SAP Control Account Checked:

Payment Terms: Negotiated Contracted Terms

GSM Approval Schedule

B-BBEE: QSE / EME (15 days from invoice)

+

Signoff:

Requester Name: Date: Signature:

Comment:

Name:

GSM: Commodity/Operational Manager Date: Signature:

Comment:

Name:

GSM: Admin Coordinator (SAP) Date: Signature:

Comment:

Name: R Slabbert

Vendor Master Authorizer: GSM

GSM: Admin Manager (SAP) Date: Signature:

Comment:

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RFQ GSM 074/18

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Name: H Kleinhans

Vendor Master Authorizer: Finance

Manager Accounts Payable Date: Signature:

Comment:

Annexure 2 Central Supplier Data base Registration Report It is a compliance requirement that all bidders needs to be registered on the Central Supplier Data base of the Department of National Treasury. If a bidder is not registered, please access the website www.csd.gov.za and e-mail csd@treasury.gov.za should you require assistance. Bidders need to follow the self-registration process and submit the CSD Registration Summary with the tender document. This registration summary needs to indicate the successful verification of the following areas:

Company registration

Tax

Banking details

BBBEE

South African Airways

RFQ GSM 074/18

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1. SBD1

PART A

INVITATION TO BID

YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE SOUTH AFRICAN AIRWAYS SOC LTD

BID NUMBER: CLOSING DATE: CLOSING TIME:

DESCRIPTION Request for quotation for Staff transport in Harare

THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM (SBD7).

BID RESPONSE DOCUMENTS MAY BE DEPOSITED IN THE BID

BOX SITUATED AT (STREET ADDRESS)

By Mail

SUPPLIER INFORMATION

NAME OF BIDDER

POSTAL ADDRESS

STREET ADDRESS

TELEPHONE NUMBER CODE NUMBER

CELLPHONE NUMBER

FACSIMILE NUMBER CODE NUMBER

E-MAIL ADDRESS

VAT REGISTRATION NUMBER

TCS PIN: OR CSD No:

B-BBEE STATUS LEVEL VERIFICATION

CERTIFICATE

[TICK APPLICABLE BOX]

Yes

No

B-BBEE STATUS

LEVEL SWORN

AFFIDAVIT

Yes

No

IF YES, WHO WAS THE CERTIFICATE

ISSUED BY?

AN ACCOUNTING OFFICER AS

CONTEMPLATED IN THE CLOSE

CORPORATION ACT (CCA) AND NAME

THE APPLICABLE IN THE TICK BOX

AN ACCOUNTING OFFICER AS CONTEMPLATED IN THE CLOSE CORPORATION

ACT (CCA)

A VERIFICATION AGENCY ACCREDITED BY THE SOUTH AFRICAN

ACCREDITATION SYSTEM (SANAS)

A REGISTERED AUDITOR

NAME:

[A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/SWORN AFFIDAVIT(FOR EMEs& QSEs) MUST BE SUBMITTED IN ORDER TO QUALIFY FOR

PREFERENCE POINTS FOR B-BBEE]

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RFQ GSM 074/18

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E YOU THE ACCREDITED

REPRESENTATIVE IN SOUTH AFRICA

FOR THE GOODS /SERVICES /WORKS

OFFERED?

Yes No

[IF YES ENCLOSE PROOF]

ARE YOU A FOREIGN

BASED SUPPLIER FOR

THE GOODS /SERVICES

/WORKS OFFERED?

Yes No

[IF YES ANSWER PART B:3

BELOW ]

SIGNATURE OF BIDDER ……………………………… DATE

CAPACITY UNDER WHICH THIS BID IS

SIGNED (Attach proof of authority to

sign this bid; e.g. resolution of

directors, etc.)

TOTAL NUMBER OF ITEMS OFFERED

TOTAL BID PRICE (ALL

INCLUSIVE)

BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TO: TECHNICAL INFORMATION MAY BE DIRECTED TO:

DEPARTMENT/ PUBLIC ENTITY CONTACT PERSON

CONTACT PERSON TELEPHONE NUMBER

TELEPHONE NUMBER FACSIMILE NUMBER

FACSIMILE NUMBER E-MAIL ADDRESS

E-MAIL ADDRESS

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RFQ GSM 074/18

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PART B TERMS AND CONDITIONS FOR BIDDING

1. BID SUBMISSION: 1.1. BIDS MUST BE DELIVERED BY THE STIPULATED TIME TO THE CORRECT ADDRESS. LATE BIDS WILL NOT BE

ACCEPTED FOR CONSIDERATION. 1.2. ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS PROVIDED–(NOT TO BE RE-TYPED) OR ONLINE

1.3. BIDDERS MUST REGISTER ON THE CENTRAL SUPPLIER DATABASE (CSD) TO UPLOAD MANDATORY INFORMATION NAMELY: (BUSINESS REGISTRATION/ DIRECTORSHIP/ MEMBERSHIP/IDENTITY NUMBERS; TAX COMPLIANCE STATUS; AND BANKING INFORMATION FOR VERIFICATION PURPOSES). B-BBEE CERTIFICATE OR SWORN AFFIDAVIT FOR B-BBEE MUST BE SUBMITTED TO BIDDING INSTITUTION.

1.4. WHERE A BIDDER IS NOT REGISTERED ON THE CSD, MANDATORY INFORMATION NAMELY: (BUSINESS REGISTRATION/ DIRECTORSHIP/ MEMBERSHIP/IDENTITY NUMBERS; TAX COMPLIANCE STATUS MAY NOT BE SUBMITTED WITH THE BID DOCUMENTATION. B-BBEE CERTIFICATE OR SWORN AFFIDAVIT FOR B-BBEE MUST BE SUBMITTED TO BIDDING INSTITUTION.

1.5. THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT 2000 AND THE

PREFERENTIAL PROCUREMENT REGULATIONS, 2017, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER LEGISLATION OR SPECIAL CONDITIONS OF CONTRACT.

2. TAX COMPLIANCE REQUIREMENTS 2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS.

2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY

SARS TO ENABLE THE ORGAN OF STATE TO VIEW THE TAXPAYER’S PROFILE AND TAX STATUS.

2.3 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) OR PIN MAY ALSO BE MADE VIA E-FILING. IN ORDER TO

USE THIS PROVISION, TAXPAYERS WILL NEED TO REGISTER WITH SARS AS E-FILERS THROUGH THE WEBSITE

WWW.SARS.GOV.ZA.

2.4 BIDDERS MAY ALSO SUBMIT A PRINTED TCS TOGETHER WITH THE BID.

2.5 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED, EACH PARTY MUST

SUBMIT A SEPARATE PROOF OF TCS / PIN / CSD NUMBER.

2.6 WHERE NO TCS IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A

CSD NUMBER MUST BE PROVIDED.

3. QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS

3.1. IS THE BIDDER A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO

3.2. DOES THE BIDDER HAVE A BRANCH IN THE RSA? YES NO

3.3. DOES THE BIDDER HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO

3.4. DOES THE BIDDER HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO

IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN, IT IS NOT A REQUIREMENT TO OBTAIN A TAX COMPLIANCE STATUS / TAX COMPLIANCE SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 ABOVE.

NB: FAILURE TO PROVIDE ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID.