BID SPECIFICATIONS MID-BLUE GOLF SHIRTS WITH COLLAR AND POCKET AUCTION #0010255250 ITEM DESCRIPTION: GOLF SHIRTS COLLAR AND POCKET PROCUREMENT AND EMBROIDERY 1. BACKGROUND The Electoral Commission (IEC) invites suppliers in the relevant industries to submit bids for the production and embroidery of GOLF SHIRTS to be used to identify IEC staff working in the Results Operation Centres for the 2014 elections. 2. ITEM SPECIFICATION Mid-blue golf shirts (to match Pantone 300U) 190gsm poly cotton pique knit Flat knit rib collar Same colour raglan/long sleeves with 2,5cm hem Three button concealed contrast colour placket (to match Pantone 283U) Main colour buttons Pocket on the left side Side slits contrast colour (to match Pantone 283U) Bottom hem of 2,5cm Unisex Manufactured in South Africa in accordance with Department of Trade and Industry (DTI) minimum thresholds for local production and content for the textile, clothing, leather and footwear sector. (Refer to section 4) Four sizes: 4XLarge, 2XLarge, XLarge and Large 3. COLOUR/EMBROIDERY Embroidery of the IEC corporate logo on the pocket of the shirt and the 2014 national and provincial elections logo on the right sleeve The thread/yarn should be in four (4) colours: Corporate colours: Mid Blue: Pantone 300U CMYK: 100C 43M 0Y 0K Light Blue: Pantone 283U CMYK: 38C 10M 0Y 0K Navy: Pantone 2965U CMYK: 100C 38M 0Y 0K White
Page 2 of 16 PLEASE NOTE: The corporate colours used on the golf shirts MUST MATCH the Pantone colours indicated above. 4. PRODUCTION REQUIREMENTS Minimum local content requirements: The stipulated minimum threshold percentages for local production and content for the required golf shirts is 100%, thus only locally produced or locally manufactured golf shirts from local raw material or input will be considered. In cases where raw materials are not available locally If the raw material or input for the golf shirts is not available locally, bidders should obtain written authorisation from the Department of Trade and Industry (DTI) should there be a need to import such raw material or input. A copy of the authorisation letter must be submitted together with the bid and sample golf shirt at the closing date and time of the auction. The exchange rate used for the calculation of local production and content will be the exchange rate published by the South African Reserve Bank (SARB) at 12:00 on the date of the advertisement of the bid. The rates of exchange quoted by the bidder in paragraph 4.1 of the Declaration Certificate will be verified for accuracy. Important Note on Determining Local Content: A declared local content of 100% is not a true reflection if the DTI issued an authorisation letter to import some of the raw materials. In such instances bidders are expected to declare the actual local content % of less than 100% for the fact that an authorisation letter was provided by the DTI. In that regard, bids will not be disqualified during the first stage of evaluation for not meeting the required local content threshold. The purpose thereof is to encourage bidders to declare the exact local content, e.g. if a bidder indicates that he/she will be importing dyes and chemicals or other raw materials then it is not possible to have 100% local content if there is any portion of import no matter how small it may be. Calculation of the local content The South African Bureau of Standards (SABS) approved technical specification number SATS 1286:2011 will be used to calculate local content. The Declaration Certificate for Local Production and Content (SBD 6.2 Annexure B) together with Annexure C (Local Content Declaration: Summary Schedule) must be completed, duly signed and submitted by the bidder at the closing date and time of the bid. The SABS approved technical specification and the Guidance on the Calculation of Local Content together with the Local Content Declaration Templates [Annexure C (Local Content Declaration: Summary Schedule), D (Imported Content Declaration: Supporting Schedule to Annexure C) and E (Local Content Declaration: Supporting Schedule to Annexure C)] are accessible to all potential bidders on the DTI s official website http://www.thedti.gov.za/industrial development/ip.jsp at no cost.
Page 3 of 16 The local content (LC) expressed as a percentage of the bid price will be calculated in accordance with the following formula: LC = (1 x/y)*100 Where x is the imported content in Rand y is the bid price in Rand excluding value added tax (VAT) Prices referred to in the determination of x will be converted to Rand (ZAR) by using the exchange rate published by the SARB at 12:00 on the date that the bid has been advertised. Please note that the bid price reflected on the auction (eprocurement system) must include all applicable costs INCLUDING VAT, however for the purposes of completion of annexures B, C, D and E local content declarations and schedules prices must EXCLUDE VAT. 5. EMBROIDERY REQUIREMENTS Golf shirts to be embroidered with the IEC corporate logo on the pocket and the 2014 national and provincial elections on the right sleeve centre at the top of the sleeve. Pocket print area as per artwork. Sleeve print area as per artwork. Artwork will be supplied on disc in the printer s required format. Note: Final embroidery requirements and artwork will be communicated with and supplied to the successful bidder. 6. QUANTITY 7. SIZES The total required number of golf shirts is 1250 units. The Commission reserves the right to negotiate additional quantities with successful supplier/s. Four sizes are required: 4XLarge, 2XLarge, XLarge and Large The breakdown* for each size is as follows: Large (L) 624 XLarge (XXL) 438 2XLarge (XXXL) 124 4XLarge (XXXXL) 64 *For size breakdown per province see Appendix A 8. PACKAGING FOR DELIVERY
Page 4 of 16 The golf shirts must be packed for delivery to facilitate distribution to IEC warehouses as follows: One shirt per clear bag. 50 golf shirt per box. SIZES MUST NOT BE MIXED. Boxes must be labelled with a description of the content including size, the quantity, weight and the supplier. Bidders must note that the cost of packaging and delivery must be included in the bid price, and all packaging materials including pallets remain the property of the Commission after delivery. 9. DELIVERIES The successful supplier will be responsible for the distribution of the golf shirts directly to IEC warehouses as per Appendix A & B below. Delivery of the golf shirts to the warehouses must not be later than 24 March 2014. ALL deliveries should take place during working hours (08h30-16h00). Prior notification must be given to ensure availability of receiving staff. The supplier must notify the contact person on the delivery schedule and intended times of delivery, as per Appendix B below. The Commission may, at its discretion, negotiate alternative delivery options with successful suppliers should it be required. 10. QUALITY CONTROL The awarding of the auction is subject to a due diligence audit of the successful bidder as well as any other vetting/screening that may be required, including all other suppliers in the production process. The successful supplier must be able to demonstrate an established and stable business in the clothing and printing industry. The Commission will have the right to conduct inspections at the supplier s premises for quality and adherence to specifications before deliveries are made. The supplier must undertake and warrant that all goods shall at the time of delivery be according to specifications, in good condition, order and ready for use. The supplier has the primary responsibility to ensure that quantity is in accordance with the specification. 11. SPECIAL REQUIREMENTS In addition to the requirements stipulated in section 4 above, bidders are required to provide the Commission with the following as part of their bid submission: Written Submission A written submission explaining who will supply the raw materials for the golf shirts, manufacture and print them. Once all the suppliers in this process have been confirmed by the Commission, the delivery of the golf shirts will be subject to those suppliers being used and no change will be allowed without prior approval. The Commission also reserves the right to execute random inspections at the producers of the golf shirts and any other
Page 5 of 16 vetting/inspections that may be required to ensure adherence to auction conditions that includes verification of the origin of any material used in the production process. Where subcontractors (these may include manufacturers of golf shirts) are being used for the supply of the golf shirts (or any component thereof) a letter of guarantee must be obtained from that supplier in support of any of the local content claims being made. The letter of guarantee must state that the subcontractor is supplying the golf shirts (or any component thereof) to the bidder and that the golf shirts (or any component thereof) conform to the specific local content requirements and 100% minimum threshold applicable to the golf shirts. Any percentage applicable to imported products/components must also be clearly stated (these must be supported by the letter/s of authorisation from the DTI). Relevant certificates to prove that the golf shirts conform to applicable SABS standards should also be submitted. The written submission must also be accompanied by the documentation referred to in section 4: Declaration Certificate for Local Production and Content (Annexure B). Local Content Declaration: Summary Schedule (Annexure C). Imported Content Declaration: Supporting Schedule to Annexure C (Annexure D). Local Content Declaration: Supporting Schedule to Annexure C (Annexure E). In addition to the above, service providers must prepare and submit a bill of materials (BOM) (raw materials included) to be utilised in the production process. The schedule must clearly indicate which materials are produced locally in South Africa and which materials are imported. The proposed format for the BOM to be created is as follows: Bill of Materials (BOM) % of Finished Golf shirt Locally Manufactured (YES / NO) Imported (YES / NO) DTI Authorisation (YES / NO) e.g. Cotton 75% Yes No Not applicable e.g. Yarn 10% Yes No Not applicable e.g. fabric dye 5% No Yes Yes e.g. silk screen ink 10% Yes No Not applicable In support of the local content requirements, the necessary written authorisation from the Department of Trade and Industry (DTI) must be submitted, should there be a need to import such raw material or input. The information provided in Annexures C, D and E must correlate with the BOM, especially in respect of local content % and values. Sample golf shirt The sample golf shirt for evaluation purposes must be MID-BLUE (to match Pantone 300U) with a pocket on the left side, side slits in the contrast colour (to match Pantone 283U), flat rib collar and long/raglan sleeve. For purposes of evaluation only the pocket needs to be embroidered. It must demonstrate the quality of the embroidery on the golf shirt and the materials to be used (190gms poly cotton) by the supplier in order to meet the auction specifications. The embroidery on the sample golf shirt must have three
Page 6 of 16 colours or more, and although it need not contain IEC-related images, it must be a logo. It must demonstrate the quality of the embroidery/ability of the supplier. Samples will not be returned since it must be kept for audit purposes for at least five (5) years. No late samples will be considered. Bids must be placed electronically by 11:30 on 7 February 2014 on the auction (eprocurement website). However, all the required documentation as well as the sample(s) golf shirt must be submitted not later than 14:00 on 10 February 2014. No late submissions of the required bid documents or samples will be considered. Documents and samples must be delivered directly to: Ms Mavis Louw Procurement Department Election House Riverside Office Park 1303 Heuwel Avenue Centurion (012-622 5550) PLEASE NOTE: Samples and bid documentation must be clearly marked with the suppliers details for identification purposes. The Commission will not accept responsibility for samples and documentation that are submitted and that cannot be identified in respect of the supplier that made the submission. Bids without the required documents or sample golf shirt will be disqualified. Documents or sample golf shirts that are not supported by an electronic bid placed on the auction (eprocurement website) will not be considered. 12. EXCLUSIVITY OF CONTRACT The Commission reserves the right to award the auction to any one or more suppliers in order to ensure that its timelines are met in preparation for the stated delivery date. For this purpose, suppliers may also be invited to submit bids for the maximum number of golf shirts that they will be able to supply conforming to exact specification. In that instance, the Commission may resolve, at its sole discretion, to set aside this auction and to opt for alternative procurement options. The Commission may also, at its sole discretion consider alternative options offered by service providers should it deem such options to be viable and having had due regard to the conditions of this auction. 13. SUPPLIER PERFORMANCE The successful supplier will be required to provide a proof with the IEC artwork printed on the specified golf shirt (material and colour) for sign off before production commences. The successful bidder will be required to enter into a Service Level Agreement (contract/sla) with specific attention to delivery timeframes that shall apply.
Page 7 of 16 The purpose of the SLA is to fix performance criteria within the key requirements of this auction, namely QUANTITY, QUALITY AND DELIVERY DATES. It will also contain elements such as supplier progress milestones, delivery schedules, quality checkpoints, and invoicing procedures. The Commission reserves the right to reject any deliveries not conforming to its specifications, including, but not limited to, damaged parcels. Where previously agreed production and/or delivery schedules are not met by a supplier, the Commission shall have the right to appoint an alternative supplier to make good the shortfall in supply in order to ensure delivery of the registration weekends and the elections. Any extra costs incurred by the Commission in undertaking any corrective actions from another source will be for the account of the defaulting supplier, in addition to any other penalties that may apply. No payment will be processed before full delivery has been completed and confirmed. 14. ENQUIRIES REGARDING SPECIFICATIONS All enquiries concerning bids, registration on and documentation to be submitted for the IEC eprocurement system, VotaQuotes, can be directed to Ms Mavis Louw at the Procurement Department, Tel (012) 622-5550 or email louwm@elections.org.za Enquiries concerning product specifications can be directed to Ms Tumi Sethoba at the Communication Department, Tel (012) 622-5401 or email sethobat@elections.org.za Enquiries concerning the 100% stipulated threshold for local production and content for the golf shirts must be directed to Ms Cathrine Matidza at the Department of Trade and Industry (DTI), Tel (012) 394-5598 or Fax (012) 394-6598 or email CMatidza@thedti.gov.za or the DTI Customer Contact Centre 0861 843 384
Page 8 of 16 APPENDIX A SIZE BREAKDOWN PER PROVINCE (Please note that the quantities in this table are estimates and provided to enable you to bid. Bids must be in accordance of the specified quantities but final quantities will be confirmed with the successful bidder.) PROVINCE 4XLARGE 2XLARGE XLARGE LARGE TOTAL QTY National 16 31 112 160 319 Eastern Cape Provincial Free State Provincial Gauteng Provincial KwaZulu-Natal Provincial Limpopo Provincial Mpumalanga Provincial North West Provincial Northern Cape Provincial Western Cape Provincial 9 18 63 90 180 4 7 25 36 72 5 9 33 46 93 8 15 54 77 154 6 11 38 55 110 4 8 27 38 77 4 9 30 42 85 4 8 27 38 77 4 8 29 42 83 TOTAL 64 124 438 624 1250
Page 9 of 16 APPENDIX B DELIVERY ADDRESSES AND CONTACT LIST PROVINCE Central Eastern Cape Provincial Free State Provincial Gauteng Provincial KwaZulu-Natal Provincial Limpopo Provincial WAREHOUSE ADDRESS 288 Kwambi Crescent Icon Industrial Park Sunderland Ridge Centurion 12 Napier Street, Gately Industrial (Woodbrook) East London 50 Monument Road, Oranjesig, Bloemfontein Unit B2, 60 First Street, Gold Reef Industrial Park, Booysens Reserve 13 Cedarfield Close, Springfield Park, Umgeni Business Park, Durban 115 Rivier Street Ladine Polokwane LATITUDE LONGITUDE CONTACT PERSON CONTACT NUMBERS -25.842 761 28.101 921 Obadiah Tshifura 082 803 8383 Tel: 012-377 3654-33.035154 27.875578 Masindi Mosehana 084 604 3616 Tel: 043-736 1024 Fax: 043-736 6470-29.129315 26.216492 André Rauch 082 710 7795 082 802 3152 (051) 447 3543 Fax: 051-430 7557-26.237558 28.023757 Mosue Nozulu Tebogo Makhetla -29.808098 31.004828 Cheryl Venter André Steyn Trevor Mshentshela -23.88719 29.43751 Tendani Maselesele Daniel Magalatshetshe 073 779 5148 082 952 3026 Tel: 011-496 1725/84 Fax: 011-496 1733 082 743 7177 082 490 1294 083 507 7270 Tel: 031-579 4829 Tel: 031-579 5404 Fax: 031-579 4775 083 751 3087 079 010 4635 TOTAL QTY 319 180 72 93 154 110
Page 10 of 16 PROVINCE Mpumalanga Provincial North West Provincial Northern Cape Provincial Western Cape Provincial WAREHOUSE ADDRESS 9 Blackberry Blvd Riverside Park Ext 22 Nelspruit Rizvi House 50/52 First Street (cnr First Street and Aerodrome Road, Industrial Sites, Mafikeng 3 Central Road, Beaconsfield, Kimberley Unit 0, Kasselsvlei Industrial Park, cnr Kasselsvlei Road & Glucose Street, Bellville South, Cape Town LATITUDE LONGITUDE CONTACT PERSON CONTACT NUMBERS TOTAL S25.43062 E30.962263 Willie Nel 082 852 4068 77-25.841743 25.633314 Michael Ramunawa Kim Kresfelder 083 982 2301 078 931 2319 Tel: 018-381 4054-28.756689 24.783402 Zamani Dipico 082 650 4255 Tel: 053-842 0877 Fax: 053-842 0734-33.913664 18.645469 Lester Martin 079 841 2793 Tel: 021-951 3350 TOTAL QUANTITY OF GOLF SHIRTS TO BE DELIVERED 1250 QTY 85 77 83
Page 11 of 16 ANNEXURE B SBD 6.2 DECLARATION CERTIFICATE FOR LOCAL PRODUCTION AND CONTENT FOR DESIGNATED SECTORS This Standard Bidding Document (SBD) must form part of all bids received. It contains general information and serves as a declaration form for local content (local production and local content are used interchangeably). Before completing this declaration, bidders must study the General Conditions, Definitions, Directives applicable in respect of Local Content as prescribed in the Preferential Procurement Regulations, 2011, the South African Bureau of Standards (SABS) approved technical specification number SATS 1286:2011 (Edition 1) and the Guidance on the Calculation of Local Content together with the Local Content Declaration Templates [Annex C (Local Content Declaration: Summary Schedule), D (Imported Content Declaration: Supporting Schedule to Annex C) and E (Local Content Declaration: Supporting Schedule to Annex C)]. 1. General Conditions 1.1. Preferential Procurement Regulations, 2011 (Regulation 9) makes provision for the promotion of local production and content. 1.2. Regulation 9.(1) prescribes that in the case of designated sectors, where in the award of bids local production and content is of critical importance, such bids must be advertised with the specific bidding condition that only locally produced goods, services or works or locally manufactured goods, with a stipulated minimum threshold for local production and content will be considered. 1.3. Where necessary, for bids referred to in paragraph 1.2 above, a two stage bidding process may be followed, where the first stage involves a minimum threshold for local production and content and the second stage price and B-BBEE. 1.4. A person awarded a contract in relation to a designated sector, may not subcontract in such a manner that the local production and content of the overall value of the contract is reduced to below the stipulated minimum threshold. 1.5. The local content (LC) expressed as a percentage of the bid price must be calculated in accordance with the SABS approved technical specification number SATS 1286: 2011 as follows: LC = [1 - x / y] * 100 Where x is the imported content in Rand y is the bid price in Rand excluding value added tax (VAT) Prices referred to in the determination of x must be converted to Rand (ZAR) by using the exchange rate published by South African Reserve Bank (SARB) at 12:00 on the date of advertisement of the bid as indicated in paragraph 4.1 below.
Page 12 of 16 The SABS approved technical specification number SATS 1286:2011 is accessible on http:/www.thedti.gov.za/industrial development/ip.jsp at no cost. 1.6 A bid may be disqualified if (a) this Declaration Certificate and the Annexure C (Local Content Declaration: Summary Schedule) are not submitted as part of the bid documentation; and (b) the bidder fails to declare that the Local Content Declaration Templates (Annex C, D and E) have been audited and certified as correct. 2. Definitions 2.1. bid includes written price quotations, advertised competitive bids or proposals; 2.2. bid price price offered by the bidder, excluding value added tax (VAT); 2.3. contract means the agreement that results from the acceptance of a bid by an organ of state; 2.4. designated sector means a sector, sub-sector or industry that has been designated by the Department of Trade and Industry in line with national development and industrial policies for local production, where only locally produced services, works or goods or locally manufactured goods meet the stipulated minimum threshold for local production and content; 2.5. duly sign means a Declaration Certificate for Local Content that has been signed by the Chief Financial Officer (CFO) or other legally responsible person nominated in writing by the Chief Executive, or senior member / person with management responsibility (close corporation, partnership or individual). 2.6. imported content means that portion of the bid price represented by the cost of components, parts or materials which have been or are still to be imported (whether by the supplier or its subcontractors) and which costs are inclusive of the costs abroad (this includes labour or intellectual property costs), plus freight and other direct importation costs, such as landing costs, dock duties, import duty, sales duty or other similar tax or duty at the South African port of entry; 2.7. local content means that portion of the bid price which is not included in the imported content, provided that local manufacture does take place; 2.8. stipulated minimum threshold means that portion of local production and content as determined by the Department of Trade and Industry; and 2.9. sub-contract means the primary contractor s assigning, leasing, making out work to, or employing another person to support such primary contractor in the execution of part of a project in terms of the contract. 3. The stipulated minimum threshold(s) for local production and content (refer to Annexure A of SATS 1286:2011) for this bid is as follows:
Page 13 of 16 Description of services, works or goods Stipulated minimum threshold Production and printing of golf shirts 100 % 4. Does any portion of the services, works or goods offered have any imported content? (Tick applicable box) YES NO 4.1 If yes, the rate(s) of exchange to be used in this bid to calculate the local content as prescribed in paragraph 1.5 of the general conditions must be the rate(s) published by SARB for the specific currency at 12:00 on the date of advertisement of the bid. The relevant rates of exchange information is accessible on www.reservebank.co.za. Indicate the rate(s) of exchange against the appropriate currency in the table below (refer to Annex A of SATS 1286:2011): Currency US Dollar Pound Sterling Euro Yen Other Rates of exchange NB: Bidders must submit proof of the SARB rate(s) of exchange used. 5. Were the Local Content Declaration Templates (Annex C, D and E) audited and certified as correct? (Tick applicable box) YES NO 5.1. If yes, provide the following particulars: (a) Full name of auditor: (b) Practice number:.. (c) Telephone and cell number:.. (d) Email address:.. (Documentary proof regarding the declaration will, when required, be submitted to the satisfaction of the Chief Electoral Officer) Important Failure to confirm that the templates have been audited and certified as correct in item 5 above or to stipulate the auditor s detail in item 5.1 above will result in the bid being disqualified.
Page 14 of 16 6. Where, after the award of a bid, challenges are experienced in meeting the stipulated minimum threshold for local content the dti must be informed accordingly in order for the dti to verify and in consultation with the Chief Electoral Officer provide directives in this regard. LOCAL CONTENT DECLARATION (REFER TO ANNEXURE B OF SATS 1286:2011) LOCAL CONTENT DECLARATION BY CHIEF FINANCIAL OFFICER (CFO) OR OTHER LEGALLY RESPONSIBLE PERSON NOMINATED IN WRITING BY THE CHIEF EXECUTIVE OR SENIOR MEMBER/PERSON WITH MANAGEMENT RESPONSIBILITY (CLOSE CORPORATION, PARTNERSHIP OR INDIVIDUAL) IN RESPECT OF BID NO.... ISSUED BY:THE ELECTORAL COMMISSION NB 1 The obligation to complete, duly sign and submit this declaration cannot be transferred to an external authorized representative, auditor or any other third party acting on behalf of the bidder. 2 Guidance on the Calculation of Local Content together with Local Content Declaration Templates (Annex C, D and E) is accessible on http://www.thdti.gov.za/industrial development/ip.jsp. Bidders should first complete Declaration D. After completing Declaration D, bidders should complete Declaration E and then consolidate the information on Declaration C. Declaration C should be submitted with the bid documentation at the closing date and time of the bid in order to substantiate the declaration made in paragraph (c) below. Declarations D and E should be kept by the bidders for verification purposes for a period of at least 5 years. The successful bidder is required to continuously update Declarations C, D and E with the actual values for the duration of the contract. Important: Declarations C, D and E must be completed as required and signed by the same company representative that certifies/signs below (Annexure B). Annexure D must also be completed stipulate zero (0) values if there are no imported material. I, the undersigned,...(full names), do hereby declare, in my capacity as.. of...(name of bidder entity), the following: (a) The facts contained herein are within my own personal knowledge. (b) I have satisfied myself that: (i) the goods/services/works to be delivered in terms of the above-specified bid comply with the minimum local content requirements as specified in the bid,
Page 15 of 16 (ii) and as measured in terms of SATS 1286:2011; and the declaration templates have been audited and certified to be correct. (c) The local content percentage (%) indicated below has been calculated using the formula given in clause 3 of SATS 1286:2011, the rates of exchange indicated in paragraph 4.1 above and the information contained in Declaration D and E which has been consolidated in Declaration C: Bid price, excluding VAT (y) Imported content (x), as calculated in terms of SATS 1286:2011 Stipulated minimum threshold for local content (paragraph 3 above) Local content %, as calculated in terms of SATS 1286:2011 R R If the bid is for more than one product, the local content percentages for each product contained in Declaration C shall be used instead of the table above. The local content percentages for each product has been calculated using the formula given in clause 3 of SATS 1286:2011, the rates of exchange indicated in paragraph 4.1 above and the information contained in Declaration D and E. (d) I accept that the Procurement Authority / Institution has the right to request that the local content be verified in terms of the requirements of SATS 1286:2011. (e) I understand that the awarding of the bid is dependent on the accuracy of the information furnished in this application. I also understand that the submission of incorrect data, or data that are not verifiable as described in SATS 1286:2011, may result in the Procurement Authority / Institution imposing any or all of the remedies as provided for in Regulation 13 of the Preferential Procurement Regulations, 2011 promulgated under the Preferential Policy Framework Act (PPPFA), 2000 (Act No. 5 of 2000). SIGNATURE: DATE: WITNESS No. 1 DATE: WITNESS No. 2 DATE:
Page 16 of 16 IDENTIFICATION ITEMS: MID-BLUE GOLF SHIRT WITH COLLAR AND POCKET EVALUATION CRITERIA AUCTION #0010255250 Company: KEY REQUIREMENTS FOR EVALUATION (If the answer is NO to any of the questions, the sample is DISQUALIFIED) YES NO Did the supplier place a bid on the eprocurement system? Was a sample golf shirt submitted for evaluation purposes? Was the sample golf shirt submitted on time? Was the sample golf shirt accompanied by a bill of materials (BOM)? Was the sample golf shirt accompanied by the Declaration Certificate for Local Production and Content (Annexure B / SBD 6.2) and the required forms as stipulated in the DTI requirements, i.e. Annexures C, D and E? Has the Declaration Certificate for Local Production and Content (Annexure B / SBD 6.2) been fully completed AND has it been audited? Have the relevant sections of Annexures C, D and E been fully completed and signed? Was the sample golf shirt accompanied by a copy of the authorisation letter from the DTI if the raw materials are not locally available (if applicable)? Does the bid amount on the eprocurement auction correlate with that of Annexure C (i.e. tender price as stipulated in Annexure C plus VAT)? Was the sample golf shirt accompanied by a written submission explaining: - Who the supplier of the raw materials will be? - Who the manufacturer of the golf shirts will be? - Who the printer of the golf shirts will be? Does the production and local content for the supply of the required golf shirts meet the minimum threshold value of 100%? STAGE 1: EVALUATION OF SAMPLE GOLF SHIRT EVALUATION CRITERIA The sample golf shirt is of 190gsm poly cotton piqué knit COMPLY DOES NOT COMPLY COMMENTS The sample golf shirt is mid-blue The sample golf shirt has a flat rib collar The sample golf shirt has long/raglan sleeves The side slits of the sample golf shirt are in a contrast colour STAGE 2: EMBROIDERY ON SAMPLE GOLF SHIRT EVALUATION CRITERIA The embroidery contains three or more colours The tension is consistent The stitching is consistent: length of the stitches suitability of stitches per area direction of stitches The embroidery edges are sharp The embroidered images are clear The embroidered wording is readable The overall embroidery is neat COMPLY DOES NOT COMPLY COMMENTS STAGE 3: EVALUATION OF QUALIFYING BIDS Only bids that achieve the minimum stipulated threshold for local production and content may be evaluated in this stage. The evaluation of qualifying bids will be done in accordance with the 90/10 preference point system prescribed in the Preferential Procurement Regulations, 2011. A contract(s) for the production and supply of the required T-shirts will only be awarded at prices that are market related taking into account, among others, benchmark prices, value for money and economies of scale.