PROVISION OF FLEET MANAGEMENT SERVICES FOR A PERIOD OF FIVE (5) YEARS

PROVISION OF FLEET MANAGEMENT SERVICES FOR A PERIOD OF FIVE (5) YEARS Non-compulsory Briefing Session 23-04-30

Important Dates No Activity Date 1. Clarification of Queries 18 April – 22 May 2022 2. Response to the queries 25 May 2022 3. RFP Closing Date 31 May 2022 @ 11h00 4. Notice to Bidders TBC 2

Bid Evaluation Process Gate 0 Prequalification Evaluation Invitation to Bid SBD 1 Central Registration Report (Central Database System) from National Treasury SARS Oath of Secrecy Declaration of interest SBD 4 Preference Point Claim Form Supplier Risk Assessment Questionnaire Gate 1 Mandatory Evaluation Requirements Pre- Technical Evaluation 1. Ability to provide Fleet Service Nationally 2. Ability to provide Roadside Assistance Nationally Gate 2 Technical Evaluation Achieve overall score of 70 out of 100 points to proceed to Gate 2 3. Bidder must have a 24/7/365 call centre. 4. Online / Web based Onsite Vehicle Tracking B-BBEE – 10 points Gate 3 3 Pricing – 90 points Traffic Fines Management System with access to AARTO and all Traffic Authority Systems Driver identification & Driver Management Tracking system

Technical Requirements 4

Scope of Service The Fleet management services required includes but not limited to the following: 5 Fleet Management Advisory Services Vehicle Utilisation Monitoring Conduct Predetermined Fleet Technical Inspections Fleet Maintenance and Repairs Fleet Insurance, Accident Management and Repairs. Fleet Coordination, Towing Services and Roadside Assistance Vehicle Registration, Licensing and Compliance Certificates Fuel Card & Intelligent Fuel Management and Toll Management Toll Fees Management Telematics (Vehicle Tracking) Traffic Fines Management System Driver Identification Management System Vehicle Condition Assessment Call Centre Service Operated 24 Hours a Day, 7 days a Week Fleet Disposals Management Onsite Consultant Service End User Training Fleet Data Integrator / Management Reports

Technical Evaluation (Desktop) No. Description Weight 1. Capability (Previous Experience) 5 2. Dedicated Onsite Consultant Experience 7.5 3. Operations of a call centre service 5 4. Toll Management 5 5. Fuel Control 5 6. Licence Renewal, COFs and Registration 5 7. Vehicle Inspections and Technical Audits 5 8. Fleet Disposal 5 Total 42.5 SARS reserves the right to conduct site visit to confirm reliability of information provided 6

Technical Evaluation (Presentation) No. Description Weight 1. Online / Web based Onsite GPS Vehicle Tracking System 7 2. Driver identification & Driver Management System 20 3. Traffic Fines Management System with access to AARTO and all Traffic Authority Systems 8.5 4. Comprehensive end-to-end Insurance /Accident Management Process including roadside Assistance Nationally 12 5. Online Booking System 5 6. Fleet Management Reports 5 Total 57.5 SARS reserves the right to conduct site visit to confirm reliability of information provided 7

Pricing Requirements 8

SARS Preferential Procurement Policy Preference Point Systems In the second stage of the evaluation, Tenders that have met the threshold on technical evaluation will be evaluated in terms of the 90/10 preference points system as per SARS Preferential Procurement Policy and SARS Application of Preferential System. 9

Price Evaluation Stage 1: Price Evaluation (90 points) 10

Price Template 11

B-BBEE Requirements 12

B-BBEE - 10 points B-BBEE points may be allocated to Bidders on submission of documentation or evidence as follows: Bidders MUST complete and sign the Preference claims form to claim the Bidder’s B-BBEE preference points, failing which, the Bidder will be scored zero. 13

B-BBEE Certificate or Affidavit The table below indicates the specific B-BBEE certification documents that must be submitted for this tender. Failure to submit the required certification documents will result in disqualification 14

Use and acceptance of Affidavits Section 1.5 of the Preference Points Claim form states. 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 in regard to preferences, in any manner required by the purchaser. SARS reserves the right to request that bidders submit proof of their Black ownership and turnover information in support of their Affidavits. 15

B-BBEE Key Sections to complete in SBD 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 CONTRIBUTION CLAIMED IN TERMS OF PARAGRAPHS 1.4 AND 4.1 6.1 B-BBEE Status Level of Contribution: . (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) YES NO 7.1.1 If yes, 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) YES NO 16

Proof of Existence: Joint Ventures and/or Sub-Contracting Bidders to submit proof of the existence of joint ventures and/or sub-contracting arrangements. SARS will accept signed agreements as acceptable proof of the existence of a joint venture and/or sub-contracting arrangement. The joint venture and/or sub-contracting agreements must clearly set out the roles and responsibilities of the Lead Partner and the joint venture and/or subcontracting party. The agreement must also clearly identify the Lead Partner, who shall be given the power of attorney to bind the other party/parties in respect of matters pertaining to the joint venture and/or sub-contracting arrangement. Incorporated JVs must submit the B-BBEE status of the entity. Unincorporated JVs must submit a consolidated B-BBEE certificate as if they were a group structure for every separate Bid. 17

Financial Analysis 18

Purpose Part of overall risk management strategy of SARS One of multiple governance steps to assess financial fitness of bidders Assess financially stability Identify financial risks that SARS as an organisation is exposed too Recommend appropriate mitigating strategies 19

Financial Requirement Three recent complete sets of Audited/Reviewed Annual Financial Statements comprising of: Statement Of Comprehensive Income (Income Statement) Statement of Financial Position (Balance Sheet) Statement of Cash Flows (Cash Flow Statement) Statement of changes in equity / net assets Accompanying Unabridged Notes for ALL of the above documents Any supplementary information Entities trading for Less than three years Financial Periods Explanatory Letter – Providing reasons why the entity has been trading for less than three financial periods signed by a duly authorised representative of the entity 20

Financial Requirement Joint Arrangements (JA) Annual financial statements of the JA and legal agreement detailing the percentage of ownership of each entity. Unincorporated JAs must submit separate AFS for each party to the JA. Signed JA legal agreement Financial statements must be in name of the bidding entity. Subsidiary as the bidding entity submitting holding company’s AFS must also furnish a Performance Guarantee from the holding company, stating that the holding company will undertake to cover any or all risks associated with the bidder. 21

Navigating eSourcing 22

Navigating eSourcing 23 1 Accessing the system 2 Creating log-in details 3 Submitting on the system

Bid Submission 24

Bid Submission Bidders must submit copies of each file (Original and Duplicate) and a USB with content of each file OR eSourcing System by 31 May 2022 at 11H00 Lehae La SARS, 299 Bronkhorst Street, Nieuw Muckleneuk, Brooklyn, Pretoria 25