Terms of Reference for Design and Construction … Chelsea.pdf · Chelsea Flower Show Exhibit managed by ... Responsibilities of the Service Provider ... Present at least one theme

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Terms of Reference for Design and Construction Services for SANBI’s Kirstenbosch-South Africa

Chelsea Flower Show Exhibit managed by Kirstenbosch National Botanical Garden, Newlands,

Cape Town, for a period of five (5) years.

TENDER NO: G287/2017

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TABLE OF CONTENTS

PAGE

1. Background………………………………………………….

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2. Invitation to Tender………………………………………...

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3. Briefing Session……………………………………………

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4. General Terms………………………………………………

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5. Requirements……………………………………………….

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6. Responsibilities of the Service Provider……………….

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7. Main Deliverables and Time Frames …………………...

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8. Skills and Competencies required………………………

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9. Responsibilities of SANBI………………………………..

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10. Reserved SANBI Rights…………………………………..

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11. Confidentiality………………………………………………

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12. Proposal Preparation Costs……………………………...

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13. Tender Documentation Availability…………………….

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14. Contract Period…………………………………………….

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15. Pricing………………………………………………………..

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16. Compliance and Reporting……………………………….

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17. Evaluation Criteria………………………………………….

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18. Exclusivity…………………………………………………..

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19. Submission of Tender…………………………………….

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1. BACKGROUND

The South African National Biodiversity Institute (SANBI) has participated as an international exhibitor at the world’s most prestigious flower show – the Royal Horticultural Society (RHS) Chelsea Flower Show in London – for the past 42 years, and won 35 Gold Medals as well as numerous other special awards for outstanding contributions, including the Lawrence Medal in 2006 for the Best Exhibit shown to the Society in that year, the RHS President’s Most Creative Award in 2008, and the RHS President’s Award in 2017. The Chelsea Flower Show Exhibit offers a unique international opportunity for showcasing South African natural resources and plant diversity. The show is visited by 160 000 people over five days (a capped figure, representing the full capacity of the 11 acre showground) and boasts 550 exhibitors. South Africa, represented by SANBI-Kirstenbosch has been the only African country to exhibit at the show. The next Chelsea Flower Show will take place in London from 22 to 26 May 2018, and the show always occurs in May each year. SANBI seeks to appoint a Service Provider to design the organization’s 10m X 10m exhibit, source all materials needed to construct the exhibit, and manage the construction and breakdown of the exhibit at the Chelsea Flower Show for the next five (5) years, from 2018 to 2022. 2. INVITATION TO TENDER Tenders are hereby invited for the provision of Design and Construction Services for SANBI’s Kirstenbosch-South Africa Chelsea Flower Exhibit managed by the Kirstenbosch National Botanical Garden, Newlands, Cape Town, for a period of five (5) years. The tender process will be co-ordinated by SANBI’s Supply Chain Management (SCM) section at the following address:

Deputy Director: SANBI Supply Chain Management The South African National Biodiversity Institute (SANBI) Private Bag X101, Silverton, 0184

3. BRIEFING SESSION This is compulsory and will be conducted as follows: Date: 27 October 2017 | Time: 12:00 Venue: Videorama Room, Situated at Gate 1, Visitor Centre, Kirstenbosch National Botanical Garden, Rhodes Drive, Newlands, Cape Town. 4. GENERAL TERMS All documents submitted in response to this Terms of Reference (ToR) must be written in English. All tenders will be valid for a period of three months calculated from the closing date of this tender.

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Service Providers shall not assume that information and/or documents supplied to the Kirstenbosch National Botanical Garden (KNBG)/SANBI at any time prior to this ToR, are still available or that it will be considered, and shall not make any reference to such information and/or documentation in its response to the ToR. Any enquiries in connection with this ToR shall be submitted in writing to Ms. Molatelo Matlala at the following e-mail address: [email protected], or Tel: 012 843 5235 referring your request to: ‘Tender number: G287/2017: Design and Construction Services for SANBI’s Kirstenbosch-South Africa Chelsea Flower Exhibit managed by the Kirstenbosch National Botanical Garden, Newlands, Cape Town for a period of five (5) years as the subject. For any technical information contact: Sarah Struys, Events Manager: Kirstenbosch National Botanical Garden, at Tel: 021 799 8775 or at the following e-mail address: [email protected] The appointment as a successful Service Provider shall be subject to all parties agreeing to mutually acceptable contractual Terms and Conditions. In the event of all parties failing to reach an agreement within 30 days from the appointment date, SANBI reserves the right and shall be entitled to appoint the second highest bidder, or to re-advertise should that Service Provider not be acceptable. 5. REQUIREMENTS 5.1 Each tender document must include the following:

a) A current copy of the Central Suppliers Database (CSD) registration report. b) A valid copy of the Unemployment Insurance Fund (UIF) registration. c) Letter of good standing from the office of the Compensation Commissioner and

registration certificate as required through the Compensation for Occupational Injuries and Diseases Act (COIDA).

d) Fee/cost structure to be submitted with “original” tender document only (Refer to sections 15 and 19).

NB: Please make use of the attached check list to ensure that all documentation has been supplied. Failure to submit the required documentation mentioned in 5.1 will lead to disqualification. 5.2 Each tender document should also include the following:

a) A copy of the latest Audited Financial Statement. b) Company information and profile: mission statement and policies with an

indication of the management, communication and supervision structures. Include a section on approach to managing staff.

c) The services the company is capable of providing. (Also refer to point 17: Evaluation Criteria).

d) Track record/references for verification purposes: the names and contact details for three contactable references relating to any current or previous horticultural design services provided. In addition, provide a brief description of the scale, scope and monetary value of these projects.

e) CV’s of the Project Leader and Designer(s). f) Knowledge of South African indigenous flora: Demonstrate your team’s

knowledge of, and experience in working with, South African indigenous flora.

mailto:[email protected]

mailto:[email protected]

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g) Graphic Design: Provide details on who will be responsible for graphic design in your team and how you envisage managing the graphic design requirements for the project.

h) Permits: Provide details of your knowledge of, and experience in, export/import/CITES permits for South African flora (provide copies of previous permits obtained for dealing with indigenous South African flora).

NB: Failure to submit the required documentation mention in 5.2 will not lead to disqualification, but the information will be used for evaluation purposes in order for the bidder to be scored in term of evaluation criteria.

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6. RESPONSIBILITIES OF THE SERVICE PROVIDER (Refer to point 7) The Service Provider will be required to do the following:

a) Create a design for a 10m X 10m exhibition space making use of indigenous South African flora. Make an attractive model or equivalent presentation of the design to present the exhibit to SANBI officials, the media and the public.

b) Source and purchase all the building materials and plant materials needed for the exhibit (Service Provider to cover these costs).

c) Work together with SANBI’s Permits Officer to obtain all the necessary import, export and CITES permits for the plant material that will be sent to the United Kingdom for the show well in advance of the departure date of the material.

d) Design and create content for an A5 size 28 page booklet about the exhibit, which will be printed and handed out at the Chelsea Flower Show Exhibit (printing costs will be procured separately by SANBI).

e) Be available for a media launch on a date in April each year that will be identified closer to the time, where the design is unveiled to the media.

f) Organize and oversee the packing of the materials that are to be sent to London. (A freight agent is appointed by SANBI to freight the materials to the show grounds in London.)

g) In addition to the permits stated under point (c), organize fumigation for the plant material and obtain phytosanitary certificate for all materials being sent to the UK.

h) Travel to London (refer to section 9 below) to construct the exhibit, oversee the exhibition period and dismantle the exhibit at the end of the show. A team coordinator from SANBI as well as one or two horticulturists from SANBI will accompany the Service Provider to London to assist with the construction. A team of volunteers will also join the team in London to assist (SANBI will cover the costs of flights and accommodation).

i) Take responsibility for own subsistence, telephone and public transport expenses while in London.

j) Be prepared to speak to media about the design before, during and after the Chelsea Flower Show.

k) Give a public talk about the Chelsea Flower Show and that year’s exhibit at Kirstenbosch National Botanical Garden after the event (date to be mutually agreed upon by SANBI and the Service Provider).

l) Train a SANBI staff member, selected by SANBI, on all aspects of the design and construction of the exhibit over the five (5) year period. The staff member has to be involved in the design process, the plant selection and the construction of the exhibit. The staff member must transfer skills to other SANBI staff members in consultation with project coordinator. All travel, accommodation and subsistence costs in South Africa and London will be for SANBI’s account.

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7. MAIN DELIVERABLES AND TIME FRAMES

Anticipated deliverables and associated timeframes are listed in the table below (Based on the 2018 Chelsea Flower Show Exhibit dates):

DATE DELIVERABLE

On or before 15

January

Present at least one theme and basic concept to SANBI management for approval.

On or before 31

January

Present a model or equivalent visual presentation of the final design to SANBI

management.

From 1 February –

March to 31 March

Source all building materials for the exhibit.

Create the content and design for the Chelsea booklet.

On or before 15

February

Submit plant list to SANBI.

Work together with SANBI’s permits officer to obtain all permits (Import and export

permits and/or CITES).

April (exact date to

be determined in

collaboration with

SANBI’ PR

company)

Present the design to the media at a media launch held at Kirstenbosch.

Be available for media interviews from the launch day onwards.

From 1 April to 4

May

Source all plant material needed for the exhibit.

Have all plant and construction material delivered to Kirstenbosch for freight to the

UK.

Between 1 May and

10 May

Organize fumigation of plants and building materials as required by customs.

Organize the packing of materials for freight to the UK.

Saturday 12 May Designer(s) and SANBI staff leave for London.

Sunday 13 May Designer(s) and SANBI team arrive in London. Inspection of site, sourcing of

materials.

Monday 14 May Set-up starts at the Chelsea Flower Show grounds at 08:00.

Tue 15 – Wed 17

May

Set-up continues – mainly hard landscaping.

Thursday 17 May Plant material arrives

Fri 18 – Sun 20 May Most important build-up days. Finalize exhibit by Sunday night.

Monday 21 May Press Day – important for marketing. Be available at the show grounds to talk to the

media.

Tuesday 22 May Awards are found at the exhibit as the team arrives. The show is open to Royal

Horticultural Society members only. The team mans the stand.

Be available for media interviews.

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Wed 23 – Fri 25

May

Show days from 08:00 until 20:00 - the team mans the stand. Ensure that plants

remain in a good condition and are watered when required.

Saturday 26 May The show ends in the afternoon. The whole team needs to be present to assist with

this task. Breakdown of the stand commences immediately once the show closes.

Oversee the breakdown process.

Sunday 27 May Breakdown day – ensure that the exhibit is dismantled and clearance certificate is

obtained from the Chelsea Flower Show Exhibit organizers. Return construction

materials to storage sites or pack for return to South Africa, depending on the needs.

Monday 28 May Return to South Africa.

Date between June

and July (exact date

to be determined in

collaboration with

SANBI’s PR

company)

Present a public talk at Kirstenbosch about the Chelsea Flower Show Exhibit and

SANBI’s 2018 design.

On or before

30 June

Submit a report on the performance of the SANBI staff member in training, including

a description of the trainee’s involvement in the design and construction process,

highlights of his/her learning, potential areas for improvement, and recommendations

for the next year.

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8. SKILLS AND COMPETENCIES REQUIRED

In order to fulfil this role, the Service Provider requires the following skills and competencies. The response to these Terms of Reference should indicate the extent to which the Service Provider fulfils these requirements (Evidence will be required on all aspects).

a) Significant experience in creating horticultural exhibits with proven track record. b) Sound knowledge of South African indigenous flora. c) Understanding of import and export permits and CITES requirements to take plant

material to the UK. d) Proven track record in project management. e) Graphic design skills to produce the Chelsea booklet. f) Good presentation skills. g) Public Relations skills.

9. RESPONSIBILITIES OF SANBI

a) Secure exhibition space at the Chelsea Flower Show Exhibit and submit all exhibitor documentation to the Chelsea Flower Show.

b) Organize and pay for Public Liability insurance for SANBI’s Chelsea Flower Show Exhibit team in London.

c) Book and pay for the Service Provider - A maximum of two economy class return flights from South Africa to London. - Accommodation in London for a maximum of two adults in a 3 star hotel of

SANBI’s choice. Rooms may need to be shared. d) Procure, organize and pay for the freight of construction and plant materials from

South Africa to the UK. e) Obtain all necessary import, export and CITES permits for the plant material that will

be sent to the United Kingdom for the show, in collaboration with the Service Provider.

f) Organize and fund an annual media launch of the year’s design at Kirstenbosch NBG.

g) Hire a van for the transport of stored materials from the storage space in London to the Chelsea Flower Show grounds and back to the storage space after the show. Petrol costs for this transport will also be for SANBI’s account.

h) Provide a fully equipped venue at Kirstenbosch National Botanical Garden with audio-visual equipment for the public talk about the 2018 Chelsea Flower Show Exhibit, and handle the promotion of this event.

i) Contract a Public Relations company to promote the Kirstenbosch-South Africa Chelsea Flower Show exhibit and all related events and activities.

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10. RESERVED SANBI RIGHTS

a) To verify any information supplied in the tender documents. b) Not to appoint any Service Provider. c) To cancel or withdraw this Request for Tender (RfT) at any time without attracting

any penalties or liabilities. d) To appoint one or more Service Providers, depending on the outcome, to separately

or jointly be responsible for the provision of this service. e) To have the final say in the appointment and this will be binding. f) To disqualify a tender or cancel any subsequent contracts should it be found that

information disclosed was factually inaccurate and/or that a misrepresentation of facts may have occurred.

g) To disqualify potential Service Providers who may attempt to bribe or influence any person employed by SANBI during the course of this tender process.

11. CONFIDENTIALITY Information made available to the Service Provider by SANBI shall be regarded as confidential and shall not be made available to third parties without the prior written consent of SANBI. 12. PROPOSAL PREPARATION COSTS SANBI shall not be held liable for any cost that has been incurred by the Service Provider in the preparation of the proposal, the obtaining of certificates or any other cost that might be incurred in submitting the proposal. 13. TENDER DOCUMENTATION AVAILABILITY No tender documents will be issued at the briefing session; bidders are requested to download the tender documents from the website www.sanbi.org. 14. CONTRACT PERIOD The contract period is five (5) years or 60 months, and is performance-based. Based on the specifications outlined in this document, use Annexure A to give a specific pricing breakdown for the five (5) year contract. Pricing should be firm for years one to five. Pricing information should only be included in the pack marked “original” and excluded from the copies in the pack marked “copies” (Refer to section 19).

http://www.sanbi.org/

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15. PRICING Bidders should provide pricing details of the proposed work by completing Annexure A. The pricing detail should include all the work described in this document. (Refer to point 6 & 7) Also, refer to point 9 for items that are to be excluded from the Bidders’ price as they form part of SANBI’s responsibilities. Pricing information, i.e. Annexure A, should ONLY be included in the “original” tender document (first envelope), but not the copies supplied in the second envelope. 16. COMPLIANCE AND REPORTING The Service Provider and the SANBI will draw up a Service Level Agreement (SLA) for monitoring and compliance purposes. The SLA will be monitored through compliance meetings which will be held monthly. The Service Provider will also meet the designated SANBI representative as and when it deems necessary.

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17. EVALUATION CRITERIA In accordance with the National Treasury Instruction Note on the Amended Guidelines in

Respect of Bids that include Functionality as a Criterion for Evaluation (issued 3 September

2010), this bid will be evaluated in two stages:

1. The first stage will evaluate functionality according to the criteria listed in the table

below:

CRITERIA FOR EVALUATING FUNCTIONALITY

WEIGHT

Past Experience: This refers to the appropriateness of the Tenderer’s work portfolio, previous relevant projects and overall track record. a) Provide detailed evidence of previous work related to

horticultural exhibits undertaken by your current company and indicate your role in the contract.

b) Provide three (contactable) signed company reference letters on letterheads for horticultural design work previously undertaken. In addition, provide a brief description of the scale, scope and monetary value of these projects.

c) Provide CVs of the Project Leader and Designer(s).

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(15)

(15)

(15)

Knowledge of South African Flora: d) Demonstrate your team’s knowledge of and experience in

working with South African indigenous flora. 20

Graphic Design: This refers to the Tenderer’s ability to handle the graphic design requirement for the booklet and any other needs for graphics on the exhibit. e) Provide details on who will be responsible for graphic design

in your team and how you envisage managing the graphic design requirements for the project.

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Permits:

f) Provide details of your knowledge of and experience in export/import/CITES permits for South African flora (supply copies of permits obtained for dealing with indigenous South African flora).

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Technical merit of the proposal: g) Completeness/level of detail provided; organisation of

proposal and/or presentation of the proposal.

10

TOTAL 100

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Bids that fail to score a minimum of 70 points out of 100 points for functionality will not be eligible for further consideration.

2. The second stage will evaluate the price and Broad-Based Black Economic

Empowerment (B-BBEE) preference points of those bids which meet the minimum

threshold for functionality. In accordance with the Preferential Procurement

Regulations, 2011 pertaining to the Preferential Procurement Policy Framework Act

(No. 5 of 2000), the 80/20 point system will be applied in evaluating proposals that

qualify for further consideration, where price constitutes 80 points and 20 points will

be awarded based on the bidder’s B-BBEE Status Level Certificate.

Sufficient information must be provided to allow the evaluation panel to score bids

against all these criteria.

18. EXCLUSIVITY The successful Service Provider is not guaranteed of any business from the Client that may be arising from time to time pertaining to similar or other services. The Service Provider will be entitled to compete on an equitable basis for any such business on a quotation or tender basis. The Service Provider will be required to sign a contract with the client. 19. SUBMISSION OF TENDER Service Providers are to submit one (1) pack of original proposals, marked “ORIGINAL” in a separate envelope and three (3) packs of copies, marked “COPY” in a second envelope. NB. Financial or pricing details (Annexure A) should ONLY be included in the pack marked “ORIGINAL”. Financial information included in the “COPIES” will lead to your bid being disqualified. NB. Failure to submit one (1) pack of original proposals, marked “ORIGINAL” in a separate envelope and three (3) packs of copies, marked “COPY” in a second envelope, will lead to your bid being disqualified. Tenders can be submitted in the tender box located in the Biodiversity Building at the Pretoria National Botanical Garden, 2 Cussonia Avenue, Brummeria, Pretoria, during office hours (08:00 – 16:00). Tenders may also be submitted by post, addressed to:

The Deputy Director: SANBI Supply Chain Management The South African National Biodiversity Institute (SANBI) Private Bag X101, Silverton, 0184 Tender Number: G287/2017

NB. All documents must be clearly labelled. Closing date for submissions is: 11:00, on 10 November 2017. Note: E-mailed and faxed submissions will not be accepted. Late submissions will be disqualified.

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Annexure A PRICING With this annexure, Tenderers are to submit their itemised price for the full Design Service. All prices must listed in South African Rands, and include VAT. A single copy of this Annexure A needs to be submitted with the rest of the Bid Documents in an envelope marked “Original’, only. Three copies of the Bid Documents EXCLUDING this Annexure A must also be submitted in a second envelope marked “Copies”. NOTE: Failure to comply with this requirement will lead to the disqualification of your Bid Document.

YEAR 1

ITEMS

PRICE (incl. VAT)

1. Exhibit design R

2. Construction and breakdown of exhibit in London

R

3. Sourcing and purchasing materials R

4. Graphic design R

5. Obtaining permits R

6. Public Relations activities R

TOTAL YEAR 1 PRICE: R

YEAR 2

ITEMS

PRICE (incl. VAT)

7. Exhibit design R


R


10. Graphic design R




YEAR 3

ITEMS

PRICE (incl. VAT)

13. Exhibit design R


R






15

YEAR 4

ITEMS

PRICE (incl. VAT)



R






YEAR 5

ITEMS

PRICE (incl. VAT)



R






PRICE (incl. VAT)

GRAND TOTAL FOR 5 YEARS

R