annexure “b.2” request for formal written ......sans 61958 : voltage presence indicators sans...

BIDDER: EMM: Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………

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ANNEXURE “B.2”

REQUEST FOR FORMAL WRITTEN PRICE QUOTATION FORM Procurement from R30 000, 00 up to a transaction value of R200 000, 00 (including Vat) (For publication on Ekurhuleni Metropolitan Municipality Website and Notice Board) 1. NAME AND ADDRESS OF SUPPLIER

QUOTATION NUMBER GEQ.MI.02.21 FULL NAME

PROCUREMENT FORM WILL BE OBTAINABLE FROM THE SUPPLY CHAIN MANAGEMENT UNIT, CENTRAL PROCUREMENT OFFICE, NO: 5 JUNCTION RD DRIEHOEK, GERMISTON. QUOTATIONS MUST BE DEPOSITED IN BID BOX

NUMBER…16…. BEFORE…15H00 @ CENTRAL PROCUREMENT OFFICE, NO: 5 JUCTION RD, DRIEHOEK.

ADDRESS ID NUMBER (SOLE

PROPRIETOR) COMPANY OR CC NUMBER

2. REGISTRATION NUMBER

(PTY) LTD

DATE OF ADVERTISEMENT

09 FEBRUARY 2016 3. TAX REFERENCE NUMBER 4. VAT REGISTRATION

NUMBER (IF ANY) 5. CONTACT PERSON 6. ALTERNATIVE CONTACT

PERSON 7. TELEPHONE NUMBER 8. CELL PHONE NUMBER 9. FAX NUMBER


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SECTION 1 CLOSING DATE: 22 FEBRUARY 2016 CLOSING TIME: 15H00

Quotations are hereby invited for the following: Appointment of a contractor for the MV (Medium Voltage) replacement of Cables in Bruce St; Germiston.

REF: EK 1322851 1. All quotations received will be evaluated on the 80/20 point scoring basis. The 80 points

will be for Price and 20 points are for Broad Based Black Economic Empowerment (BBBEE) for attaining the BBBEE Status level contribution in accordance with the table below:

• MBD 4: Declaration of interest • MBD 6.1: B-BBEE Status level of Contribution. • MBD 6.3: Promotion of SMME • MBD 8: Declaration of bidders past supply management practices • MBD 9: Certificate of Independent bid determination

If the MBD forms are not completed & submitted, your quotation will be rejected. • No quotation will be considered from persons in the service of the state (MBD4).

• As from the 7 December 2011, all Service providers/contractors other than EMEs must

submit valid, certified copies of their BEE certificate from an accredited BEE verification agency with their bid submission. Failure to submit will lead to forfeiture (loss) of the preference points.

• In the instance of Exempted Micro Enterprise (EME) (turn over less than R 10m) a letter from a professional, registered accountant/ auditor in order to qualify for preference points.

• Electronic (e-mailed or faxed) quotations are not accepted.

• Failure to submit a BEE certificate will lead to forfeiture (loss) of the preference points. In the instance of Exempted Micro Enterprise (EME) (turn over less than R 10m) a letter from a professional, registered accountant/auditor in order to qualify for preference points.

2. A COMPULSORY BRIEFING SESSION at 13H00 on 15th February 2016 at Bruce ST; Erf 324; N’10; Germiston.

EMM contact person: M DHLAMINI/ J MPHANDE TEL NO: 011 999 1214/2098/0990


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SECTION 2 1. The Lowest or any bid will not necessarily be accepted and the EMM reserves the right not to

consider any bid not suitably endorsed or comprehensively completed as well as the right to accept a bid in whole or part.

2. Brand names MUST be specified in MBD 3.1” attached hereto (Price Schedule document). 3. Where deliveries are quoted “ex-stock” the period of delivery must not exceed Five (5) maximum

working days after receipt of order. If this condition is not adhered to, the order could be cancelled.

4. Quotations are to be completed in accordance with the conditions as set out in the quotation document and must be sealed and externally endorsed with the quotation number and place in the quotation box indicated above.

5. Payments will be made thirty (30) days after receipt of invoice by Council. 6. Quotations received after the closing date and time will not be considered. 7. Samples of the required items or goods are available for your perusal (when applicable.) 8. Should the above-mentioned conditions not be adhered to, the quotation will be considered

invalid. 9. Quotation to be valid for 60 days.

DECLARATION I, the undersigned hereby confirm that the information herein is a true reflection of the facts presented, and the person signing this document on behalf of the bidder duly authorised to do so. Should this not be the fact, stipulations regarding this as contained in the EMM’s Policy applies. I accept that the EMM may act against me in terms of paragraph 23 of the general conditions of contract should this declaration prove to be false. Signing of the quotation in the appropriate space, as well as the initialling of each page and any amendments by the bidder mandatory. ________________________________ _____________________ MR K NGEMA SIGNATURE OF BIDDER CITY MANAGER EKURHULENI METROPOLITAN MUNICIPALITY


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VERY IMPORTANT NOTICE ON DISQUALIFICATIONS:

A bid not complying with the peremptory requirements stated hereunder will be regarded as not being an “Acceptable bid”, and as such will be rejected.

“Acceptable bid” means any bid which, in all respects, complies with the conditions of bid and specifications as set out in the bid documents, including conditions as specified in the Preferential Procurement Policy Framework Act (Act 5 of 2000) and related legislation as published in Government Gazette number 22549, dated 10 August 2001, in terms of which provision is made for this policy.

1. If a VALID ORIGINAL TAX clearance certificate or copy thereof (or in the case of a joint venture, of all the partners in the joint venture) has not been submitted with the bid document on closing date of the bid.

2. If any pages have been removed from the bid document, and have therefore not been submitted, or a copy of the original bid document has been submitted. 3. Failure to complete the schedule of quantities as required, i.e only lump sums provided. 4. Scratching out, writing over or painting out rates and or totals without initialling next to the amended rates or information, affecting the evaluation of the bid. 5. The use of correction fluid (i.e. tippex) or any erasable ink, e.g. pencil. 6. Non-attendance of mandatory/compulsory:

- Site inspections or; - Information/Clarification meetings

7. The Bid has not been properly signed by a party having the authority to do so, according to the example of “Authority for Signatory”

8. If the MBD forms are not completed & submitted, your quotation will be rejected. 9. No quotation will be considered from persons in the service of the state (MBD4). 10. The bidder attempts to influence, or has in fact influenced the evaluation and/or awarding of the contract 11. The bid has been submitted either in the wrong bid box or after the relevant closing date and time 12. Failure to provide a valid certificate from the Department of Labour, or a declaration (Specific goals – “Equity ownership”) by a designated employer that it complies with the Employment Equity Act 55 of 1998. 13. If any municipal rates and taxes or municipal service charges owed by the bidder or any of its directors to the municipality, or to any other municipality or municipal entity, are in arrears for more than three months. 14. If any bidder who during the last five years has failed to perform satisfactorily on a previous contract with the municipality, municipal entity or any other organ of state after written notice was given to that bidder that performance was unsatisfactory. 15. The accounting officer must ensure that irrespective of the procurement process followed, no award may be given to a person –

(a) who is in the service of the state, or; (b) if that person is not a natural person, of which any director, manager, principal shareholder or stakeholder, is a person in the service of the state; or; who is an advisor or consultant contracted with the municipality in respect of contract that would cause a conflict of interest.

16. Not attaching or submitting of required documentations.


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17. Price schedule on the advert must be completed even if you submit/attach a separate quotation to the document. 18. Price schedule to be completed in full ie: Rates; unit prices; sub-totals; vat if applicable and totals

OCCUPATIONAL HEALTH AND SAFETY INFORMATION FOR QUOTATIONS THE CONTRACTOR SHALL/MUST SUBMIT THE FOLLOWING TO THE MANAGER OH&S TO OBTAIN A CERTIFICATE OF COMPLIANCE FROM OH&S EKHURHULENI METROPOLITAN MUNICIPALITY BEFORE ANY WORK MAY COMMENCE, only where applicable.

1. Proof of Registration with the Compensation Commissioner. 2. Letter of “Good Standing” with Compensation Commissioner. 3. Certified copy of first aid certificate. 4. Physical address where contract is taking place (on Company letterhead). 5. Detailed description of intended work (on Company letterhead). 6. List of all Personal Protective Equipment issued to employees (company letterhead). 7. List of ALL employees on site (on company letterhead). 8. Detailed Health and Safety Plan (on company letterhead). 9. Comprehensive Risk Assessment (Qualification and Contact details of Risk Assessor). 10. Public Liability and Commercial Insurance Certificate. 11. All related statutory appointments. 12. Certificates of relevant Training.

The above list represents the minimum content of a safety file In terms of the Construction Regulations (GNR 1010 of 18 July 2003). OHS Act 85 of 1993. Contact details: Modupe Khatlake

Occupational Health and Safety Officer Germiston CCC August Simmer Building 2nd, Room 212 Tel: 011 999 0032 Fax: 086 610 3485 Cell: 079 881 1114


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NAME OF BIDDERS:........................................................................................ FORM “E”

APPOINTMENT OF A CONTRACTOR FOR THE MV (MEDIUM VOLTAGE) MAINTENANCE AND REPAIRS IN THE GERMISTON AREA.

SPECIFICATION:

General

Scope:

The appointment of a contractor for the installation of, medium voltage cable and equipment reticulation projects for Germiston Area. The appointment calls for Medium voltage Cables and equipment (i.e. Miniature substation, Bulk Metering Unit etc.) as and when required.

Labour-intensive works comprise the activities described in SANS 1921-5/ Earthworks activities which are to be performed by hand/labour-intensive specification (1) and its associated specification data. Such works shall be constructed using local workers who are temporarily employed in terms of this scope of work.

Bill of Quantity

Bidders are required to complete the bill of quantity IN FULL as. Bidder/s failing to comply on any one item shall not be considered.

Normative references

SANS 1029 : Mini Sub SANS1874 : Metal enclosed RMU SANS1885 : Metal clad Electrical Switchgear SANS 61958 : Voltage presence indicators SANS 156 : 2007 MCB’s SANS 62052 : Metering SANS 10198 : The selection, handling and installation of power cables <33 kV SANS 876 : Cable Terminations – MV SABS 780 : Distribution transformers NRS 076 : Earthing of distribution substation NRS 002 : Graphical symbols For Electrical Diagrams


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NRS 060 : Clearances NRS 003-2 : Metal clad Switchgear NRS 006 : Metal enclosed RMU

NRS 012 : Cable Terminations - MV NRS 053 : Cable Accessories - MV NRS 074-1 : LV Systems for UG cables NRS 003 : Labelling of high voltage equipment NRS 013:1991 : Medium-voltage cables.

Extent of works

The Works to be carried out by the Contractor under this Contract comprise mainly the

following:

• Excavation of trenches, backfilling, compaction and re-establishment of site. • Taking delivery of cable, cable accessories (free issue items) from a municipal

store, transportation to the installation sites, and laying of Medium Voltage cable. • Supply and installation of sleeves. • Taking delivery of equipment (e.g. miniature substations, Ring Main Units, Bulk

Metering Unit etc.), from any municipal stores in the Ekurhuleni Metropolitan Municipality area.

Thus this contract then includes (but not limited to):

Transportation Handling Storage (if applicable) also insurance Installation and Commissioning

• Provision of barricades with reflective material at night for demarcation of open

trenches. • The issuing to the Council of a Completion Notice for each phase of the work

(E.g. trench completed and laying of cable). • Correction of defects in the Works in accordance with the requirements specified

in the Contract Documents. • The Contractor will assume full responsibility for all materials on site which are

supplied to him.

The Contractor shall provide adequate security measures to prevent the risk of

theft.

• The contractor shall take full responsibility for theft or loss of materials supplied to him, and shall ensure that adequate insurance is in place to cover this risk. The contractor to submit necessary all risk cover to council prior to commencement of work. The Contractor shall, at his own expense, be responsible for safely and hygienically dealing with and disposing of all human excrement and similar matters generated on the Site during the course of the Contract, to the satisfaction


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of the responsible health authorities in the area of the Site. All such excrement shall be removed from the Site and shall not be disposed by the Contractor on the Site.

This description of the Works is not necessarily complete and shall not limit the work to be carried out by the Contractor under this Contract.

Design

The Council will be responsible for each project design and will supply cable route drawings and way-leaves.

Council’s design

The Council's plans will be given to the Contractor upon commencement of the contract.

Contractor's design

The Contractor is not required to carry out any design work except when requested by Planning Engineer responsible for that particular project within the contract.

Drawings

The Contractor shall use only the dimensions stated in figures on the Drawings in setting out the Works, and dimensions shall not be scaled from the Drawings. The Contractor will, on the request, in accordance with the provisions of the Conditions of Contract, provide such dimensions as may have been omitted from the Drawings.

The Contractor shall ensure that accurate as-built records are kept of all infrastructure installed or relocated during the contract. The position of sleeves, cable joints, cables, plinths and all other infrastructure shall be clearly recorded on plan. A marked-up set of drawings shall also be kept and updated by the Contractor. This information shall be supplied to the Council on a regular basis. All information in possession of the Contractor, required by the Council to complete the as-built/record drawings, must be submitted to the Council before a Taking-Over Notice will be issued. The Council reserves the right to issue amended and/or additional drawings during the Contract.

Close proximity of electrical energized equipment

Only competent personnel, as defined in the Occupational Health and Safety Act, may be used for jointing cables which are in close proximity of electrically energized equipment. This work must be carried out in compliance with the relevant section of the Occupational Health and Safety Act and the Ekurhuleni General Instructions. For the appointment by EMM to act as a competent person see section C3.4.6 of this document.


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Jointing and terminating must be carried out strictly in accordance with the “jointing and terminating instructions” issued by the material manufacturer and the Municipality’s specific requirements. The contractor must ensure that the cable tests clear before making any joints in the event of any possible further cable faults. The additional fault/faults must first be located before jointing is carried out.

Requirements for Jointing and terminating of cables

Contractor to provide prove of qualifications and experience of all jointers. To work on the EMM electrical distribution network as part of this contact verification of the contractor’s experience and training is needed by EMM to grant authorisation to work on the network.

Procurement of materials

The contractor(s) may also be requested to provide any required material detailing to the specific completion of the project according to the Municipality’s specifications and requirements, in terms of the Standard Procurement Policy, if required by the Municipality. Costing for such material must be market related and all invoices submitted for material supplied, must be submitted separately and must be certified for payment by the Chief Area Engineer: Energy Department or his authorised representative. In the event of any dispute arising from whether such pricing is market related or not, three quotations will be called for the same material from three different suppliers and the cheapest of the three will be accepted by the contractor and Ekurhuleni as the market related value. Before any material is procured by the contractor an official instruction must be issued to the contractor for that specific item. The instruction must stipulate the description, type, quantity, unit price and expected delivery. The stores where the contractor has to collect materials and/or equipment to be supplied by the Council are located at different localities and will be supplied by the Engineer in charge of the project.

General Technical details and requirements

System Detail

Description Value System Voltage MV kV 11/6.6

System Voltage LV V 400 / 230

System Frequency 50


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Description Value Hz System Phases 3 System Power factor Above 0.8 Altitude Meter above sea level M 1800

Minimum / Maximum ambient Temperature °C -4 / 40

Average Humidity % 55 to 75

Pollution (Lighting and Mine Dust) Severe System Fault level (reticulation) kA 20 (Typical)

Lightning Impulse level required for equipment. kV 85

Rated r.m.s short duration power frequency withstand voltage kV

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Miniature substations

General This contract calls for the following activities: • Take delivery • Transportation • Storage (where applicable) • Security/insurance • Installation • Prepare for testing (testing done by EMM personnel)

Earthing of miniature substation and other outdoor electrical installations Where called upon to provide earthing to a miniature substation transformer, the miniature substation shall be earthed by means of earth rods in addition to any trench earth present.

The earth rods and method of installation shall comply with the following requirements:

i. The earth rods shall be copper clad steel or stainless steel. ii. Copper clad earth rods shall comprise one piece, 16mm nominal diameter, 1,2m

long copper welded rods made by the molten welding process with a steel core covered by a thick layer of copper thoroughly welded thereto so that an interlocking crystalline union bonds the two metals.

iii. The copper coating shall be continuous over the cylindrical portion of the rods

except that the ends need not be covered with copper. The thickness of the copper on the cylindrical portion of the rod shall average not less than 0,5mm. The rod


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when broken by successive bending shall show no seam, pits, slithers or separation of the copper from the steel.

iv. The electrodes shall be supplied complete with a driving bolt for protecting the ends of the coupling whilst the electrode is being driven into the ground.

v. The rod driving technique shall follow accepted good practice eliminating excessive vibration and whipping.

As a provisional requirement, 6 pegs 2,2m deep (1 meter trench + 1.2m peg, 3 pegs on either side of the minisub, spaced 5m from each other, shall be installed at the minisub. They shall be installed as soon as the MV-trench is completed. Before the trench is backfilled, the earth resistivity shall be measured, and extra pegs shall be installed 5m apart until the required earthing resistance reading of 2 Ω or less is reached. No payment will be made for extra excavations due to pegs having to be installed after closing of the trench. The top end of these pegs shall be min 800mm below ground level, and connected to the minisub earth bar by means of dedicated 70mm² stranded bare copper earth wires Connection at the rod shall be by means of the “Cadweld” process or by brazing. The neutral busbar of the minisub shall be bonded to the minisub earth bar by means of 70mm² stranded copper. The Contractor shall conduct an earth resistivity test at the minisub location where representatives of the Local Supply Authority and the consulting engineers are present upon completion of all earthing. This shall be arranged at least 3 days in advance. This reading should not exceed 2,0 Ω average measured by way of the 20 - 40m method on either side of the minisub.

Trenching

This contract calls for the following activities:

General

• Site establishment. • Liaison with land owners and people to be affected by this contract/project. • Excavation of the trenches. • Ensure safety at all times where open trenches exist. • Importing bedding material where applicable. • Back fill and compacting to satisfaction of EMM engineer. • Re-establishment of the landscape and removal of all rubble and excess soil.

All trenching and excavations form part of this contract. Excavation of trenches shall be mainly by manual means especially in the vicinity of other services and cable. .


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Trench dimensions: Trenches for MV cables shall be 450mm wide and 1000mm deep; For any deviation from these depths, written permission shall be obtained from the Engineer before backfilling commences.

Trenching methods Should large rocky or difficult areas be encountered, jackhammers or explosives may be utilised, as necessary. Due care and attention shall be given to the correct use of such methods to ensure the minimum danger to people and surrounding property. If explosives are to be used, the Engineer shall be notified at least 3 days in advance.

Measurement Measurement of trenching executed shall be based on a linear metre measurement only. However, in the event of an exceptionally large excavation being necessary, the linear metre measurement will be replaced by a cubic metre measurement, and shall be decided upon by the EMM Engineer or his representative.

Cleaning and housekeeping

All excess large stones and rocks are to be removed and transported from the site, and dumped at a location to be indicated, which will be within a distance from the excavation site as stated in the Bill of Quantities.

Cable markers

Cable marker tape is to be supplied and laid with all medium voltage cables as part of this contract at a depth of 300mm below the surface. Cable marking tape shall be of yellow polyester material, 90mm wide, 0.25 mm thick, with a minimum tensile strength of 350N/100mM² longitudinally and 500N/100mm² laterally. Embossing referring to the presence of cables is required. Cable markers are to be supplied and placed along all MV cable routes at an approximate spacing of 150m, and, in any event, at all deviations in route, and at all MV joints. These shall be clearly marked to indicate a joint, route change or straight run. All road crossings shall also be marked with a cable marker.

Safety and damage and inconvenience

Contractors are to take note of and comply with the provisions of the Occupational Health and Safety Act: 1993 regarding excavations. Refer to the Safety Specification accompanying this document, and make proper allowance to comply with all its provisions. Excavations, cable laying and backfilling operations shall be programmed to minimise damage and inconvenience to people due to open trenches, holes, dumped soil and stones.


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The amount of trenching to be carried out on a day shall be carefully assessed taking the availability of cable and workforce into account. No cable trenches may be open for more than two consecutive days. It is a requirement of this contract that written notice to occupants of properties where the entrance needs to be closed off for excavations for cables be given at least two working days in advance after arranging suitable times for such closures that will cause the least inconvenience to the people affected. Any such excavation must be backfilled to a trafficable condition before 17h00 on the day that it was opened. Furthermore, all vehicle access driveways shall be closed as soon as possible. Where necessary, temporary bridges shall be placed over open trenches, where vehicles have to cross whilst the trench is open. It is a prime requirement of this contract that all open trenches be barricaded with plastic warning mesh/tape at all times to alert people of the danger. At night these measures shall be visible enough. These trenches shall be patrolled at night by watchmen were necessary, deploying at least one person per 100m of open trench. The Contractor’s insurance on this contract shall, apart from other requirements, specifically cover the risks attached to excavations and open trenches.

Backfilling

All backfilling for trenches along sidewalks (pedestrian areas) shall be done in layers of 250mm, each layer dampened and compacted mechanically. All backfilling for trenches along trafficable areas (roads and property entrances) shall be done using stabilised material in layers of 250mm, each layer dampened and compacted mechanically. A soil lab test shall be furnished for excavations at road crossings to prove compliance with this requirement. Trenches accommodating medium voltage or main low voltage or service cables are to be initially backfilled with a layer of selected backfill covering the cables to a depth of 200mm, of which 75mm shall be below the cables. The remaining backfill is to be the previously excavated material.

Cross Cuts

Where specified Contractor must make cross cuts to establish the existence of existing services. Any damage to existing services must be repaired by the contractor and at his cost, and shall be repaired with 2 working days on non life threatening or be repaired immediately on a life threatening situations. Survey of cable routes


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The cables might have to be installed along routes where roads do not always exist, or where its precise location cannot be referenced from fixed features visible on site. In certain locations cable routes are in servitudes that may not be marked. The contractor might be requested to acquire the services of a professional land

surveyor. Following is the requirements for such service:

• Be a registered professional land surveyor in terms of the Professional Land Surveyor and Technical Surveyors Act 1984

• Obtain from the Ekurhuleni Metropolitan Municipality or such other sources as may be available, all relevant information on the current location of roads and servitudes (including the latest data on widening of roads) required to accurately peg all the cable routes as required for this contract.

• Place a 12mm diameter steel peg 300mm long protruding 100mm above the surface with a white 20mm diameter conduit marker 500mm long over it filled with sand (for visibility to pedestrians, vehicle drivers etc) at least at 50m intervals on straight routes and at all deviations, at a standard off-set of 1,0m from the centre line of the cable route towards the road centre, which cable route shall be a standard distance from the stand boundary (to be advised upon commencement of contract works)

• Peg the boundaries of any new servitudes required for the purposes of this contract and furnish servitude diagrams to the Ekurhuleni Metropolitan Municipality who will arrange for the servitudes to be registered

• All environmental issue identified during this process must be immediately reported to the engineer responsible for the Project

Works planning and site meetings

A detailed programme is to be prepared by the contractor, setting out the amount of cable to be laid per project. Site meetings will be held at such intervals as necessary, for liaison between all parties concerned and for verification of the progress made. The Contractor will be required to attend these meetings. A set of drawings indicating the water, sewer and storm water reticulation routes as well as other services will be made available on request after the contractor has been appointed, to enable him to take appropriate precautions against damaging same.

Safety of personnel

It must be stressed that this contract may involve work within close proximity of possible live high voltage equipment. Correct safety procedures must be adhered to at all times and work must be carried out under control and supervision of an experienced responsible person as detailed in the Occupational Health and Safety Act, 1993. The name(s) of the appointed (by the contractor) competent person(s) must be submitted for scrutiny to the EMM engineer with all his or her qualifications and experience. This is for scrutiny by the EMM engineer and appointment by EMM to work in close proximity of live electrical equipment.


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Due to constant vehicle and pedestrian activity, the following warning signs will be

required for the safety aspect of the project:

• Man at Work Sign boards. • 750mm Orange plastic Cones. • Road narrow to one side sign boards (where applicable) • Sign boards with company detail, contact number and the relevant electrical dept

details involved within the project.

Way leaves

EMM responsible for the issuing of Way-Leaves

It is an explicit condition of this contract that all stipulations contained in the way-leaves are to be meticulously followed. The Contractor will be responsible for any claims raised as a result of non-compliance with a stipulation in a way-leave, and indemnifies the Council against any claim in this regard.

The contractor shall not proceed with any excavations in an area until he is in possession of the way-leave covering that area.

Handing over procedure

Before presenting the works for handover, the contractor shall hand over the following:

• A marked-up plan showing the exact cable routes followed and exact location of all joints, along with off-set distances from boundaries or other visible fixed features.

• Earth resistivity test results, where this has been ordered

Community involvement

As this project is a labour intensive, especially in the low income area of the Municipality, the Contractor shall familiarise himself with the existing Community Leaders and Ward Councillors where the project is to be executed, prior to the commencement thereof. Arrangements for Local labour assistance shall only be negotiated with the relevant consent and assistance of the above mentioned.

MV Cables

Cables

• This specification calls for the loading of cable and material at the various municipal stores

• All cables are to be transported, stored, handled and laid in accordance with the manufacturer’s recommendations. Suitable cable drum handling vehicles, lifting apparatus and unreeling equipment is to be provided and utilised in the execution of these works.


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• Cable trench rollers of sufficient quantity are to be used for the laying of the medium voltage and main low voltage cables. Cables shall not be dragged along the ground to avoid damage to the outer sheath.

• Cognisance must be taken of the cable manufacturer’s recommended minimum bending radius and no cable may be bent beyond this limit.

• Contractor to provide EMM with list of personnel to be in charge of the laying of cable and their respective experience.

• All switching, spiking and phasing of cables will be done by the EMM personnel (relevant to that particular project).

MV Cable terminations, joints and seals

• MV cables shall be terminated using termination kits supplied by the Ekurhuleni Metropolitan Municipality, which will be air insulated dry type terminations.

• MV cables shall be jointed using the joint kits supplied by the Ekurhuleni Metropolitan Municipality.

• The contractor shall supply such small termination materials that are not included in the termination or joint kits, such as crimping ferrules, yellow passivated steel nuts, bolts and washers.

• MV cables shall be phased out before terminating onto the terminals of MV switchgear.

All MV joints shall be labelled by means of a plastic or non-corrosive metallic tag which shall be wrapped and secured around the cable at the location of the joint. The identification label shall clearly state the Contractor’s name, the jointer’s initials and the date the joint was made. This shall be left visible for the Engineer to inspect and approve.

The cores of the cables shall be jointed number to number or colour to colour. Phase conductors shall be terminated to correspond with the associated switchgear phase labelling as directed by the Engineer. The direction of laying cable shall be such that jointing of the cables, colour to colour, is facilitated to eliminate cross-over of cable cores within the joint. Where it is for any reason necessary to cut an MV cable, both ends are to be capped immediately with a waterproof heat-shrink boot, which the contractor shall supply.

Jointing shall not be carried out during inclement weather. Where unexpected rain is imminent when a jointing operation is incomplete, the joint bay shall be adequately covered by tents of waterproof material suitably supported. Where necessary a trench shall be excavated around the bays to prevent the ingress of moisture. The earth continuity conductor bridging the armouring at the joint shall be adequate to carry the prospective earth faults and shall not be less than 70mm² cross sectional area. Joints shall not impair the anti-electrolysis characteristics of the cables. The insulation between the various parts of the cable shall be preserved intact at joints. In view of the


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possibility of electrolysis damage, the entire joint shall be fully insulated from earth, to the same level as the insulation to earth of the cable armouring, by methods approved by the Engineer. The Contractor will be required to furnish proof that his cable terminating/jointing staff is competent in the execution of this work.

Installation of cables

The unit rate (per metre) for the installation of cables includes the installation of the cable (per three cores for single core cables) and the earth wire (where applicable), the handling thereof in the excavations, pipes, sleeves or channels as well as the straightening of the cables. The cost to draw up the route plans for the cables must be included in the unit rates for the installation of cables for scrutiny prior doing any work.

Operational Procedures and Policies

Test joint:

• It could be required from the contractor to make a test joint at his own cost before he will be allowed to perform cable joints.

• Should a test joint be required, the contractor must supply the material for the joint.

Labels

The contractor shall be responsible for labelling the MV cable in the Minisub to and from the dedicated BMU/RMU/mini

Experience The contractor shall with this bid submit the referral letter of works performed in the local authority of similar nature as signed by the Employer/or his nominee. The letter shall indicate the nature of work performed and cost of works quoting relevant order or contract numbers. The works shall not be older than 12 months. FAILURE TO SUBMIT SHALL RENDER THE SUBMISSION NON-RESPONSIVE

Health and safety

This Health and Safety Specification is provided in terms of the requirements of the Occupational Health and Safety Act, Act No. 85 of 1993 – Construction Regulations. The Contractor shall comply with this act and also the Occupational Health and Safety Manual for Construction Sites - BIFSA.

The Contractor must also have a full time accredited safety officer in his employment to supervise safety during working activities. In addition the following items must take place:

• The requirements of the Occupational Health and safety Act 85 of 1993 (and all regulations made there under) and the Construction regulations of 2014, is to be


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explained to all contractors during the site hand-over meeting to the appointed contractor.

• Minutes of this meeting is to be filed in the project safety file.

• The successful contractor must submit a Health and Safety plan that must be approved and signed by the Project Manager.

• The Contractor shall submit with his tender proof of adherence to the Compensation for Occupational Injury and Diseases Act. FAILURE TO SUBMIT SHALL RENDER THE SUBMISSION NON-RESPONSIVE

• The contractor shall have a Project Health and Safety Specification file on site at all times. This file shall contain the following minimum requirements:

o A list of all employees’ names on site, with their specific duties. Workers such as crane operators, steel erectors, material handlers etc. shall be appointed internally in writing for their specific duties.

o Legal documents such as the OHS act

o Construction Regulation Requirements

o Practical Health and Safety plan from the contractor

o Minutes of Safety meetings

o Risk Assessments (Daily Risk Assessment that has to be signed

o List of observed / identified risks in general

o Appointments of the Supervisor and Safety Representative

The Contractor shall submit with his Bid an Approval letter of the safety file as issued by EMM. FAILURE TO SUBMIT SHALL RENDER THE SUBMISSION NON-RESPONSIVE

• Safety meetings shall be held at least once a month.

• The Contractor acknowledges that he is fully aware of the requirements of all of the above and undertakes to employ people who have been duly authorized in terms thereof and who have received sufficient safety training to ensure that they can comply therewith.

• The Contractor undertakes not to do, or not to allow anything to be done which will contravene any of the provisions of the Act, Regulations or Safety and Operating Procedures

• The Contractor shall ensure that a team member of the Contractor is authorized as a Responsible Person in terms of the ORHVS. This includes the completion of all


19

the pre-authorization training required for ORHVS Responsible Person (at the Contractor’s expense). The Responsible Person shall supervise the works at all times and be available to take permits where necessary.

• EMM may, at any stage during the currency of this agreement, be entitled to:

o Perform safety audits at the Contractor’s premises, its work-places and on its employees;

o Refuse any employee, sub-contractor or agent of the Contractor access to its premises if such person has been found to commit any unlawful act or any unsafe working practice or is found to be not authorized or qualified in terms of the Act

o Issue the Contractor with a work stop order or a compliance order should they become aware of any unsafe working procedures or conditions or any non-compliance with the Act, Regulations and Procedures referred to above by the Contractor or any of its employees, sub-contractors or agents.

o No extension of time will be allowed as a result of any action taken by EMM in terms of the above and the Contractor shall have no claim against EMM as a result thereof.

• An authorized EMM representative will be on site for regular site visits to monitor the Contractor’s implementation of health, safety and quality Standards.

• The Contractor shall be responsible for all expenses incurred to ensure adherence to Health and Safety Regulations as stipulated above which includes but is not restricted to ORHVS training courses, etc.

• The Contractor shall use a Fall Arrest System (FAS) as defined in the Construction Regulations whenever a risk of falling exists.

• The Contractor shall be responsible for ensuring that all equipment supplied and used and all work carried out under this contract shall be in accordance with the Occupational Health and Safety Act (Act 85 of 1993) and regulations remaining in force, as may be amended from time to time.

• In addition, the Contractor shall comply with other Safety application provisions of Government, Provincial, Municipal Safety Laws, Building, Construction and Electricity Regulations.

• The Contractor shall accept full responsibility for the means, methods, sequence or procedures of construction, for safety precautions or programs, incidental to the work of the contractor.

• The Contractor is required to submit a working methodology statement with regards to the Safety Standards while working within hazardous areas such as live substations or in close proximity of energized apparatus.


20

• The Contractor shall indemnify the employer and the Engineer against responsibility for safety on the site of the works.

• The Contractor shall enter into an agreement to complete the work required for the construction of the works in accordance with the provisions of all pertinent legislation and in particular with the provisions of the Occupational Health and Safety Act (Act 85 of 1993) and the regulations promulgated there under.

• Reference of the Safety Methodology Statement can be found in the Government Occupational Health and Safety Act (Act 85 of 1993) and Construction Regulations Document, which is available publicly

The safety of the Contractors personnel and employees acquire precedence over the construction works.

• Bidders to attach copies of qualifications, minimum qualification of trade test.


21


22

MBD 2

TAX CLEARANCE REQUIREMENTS

IT IS A CONDITION OF BIDDING THAT – 1. The taxes of the successful bidder must be in order, or that satisfactory

arrangements have been made with the Receiver of Revenue to meet his / her tax obligations.

2. The attached form “Application for Tax Clearance Certificate (in respect of bidders)

must be completed in all respects and submitted to the Receiver of Revenue where the bidder is registered for tax purposes. The Receiver of Revenue will then furnish the bidder with a Tax Clearance Certificate that will be valid for a period of twelve (12) months from date of issue. This Tax Clearance Certificate must be submitted in the original or copy thereof; together with the bid. Failure to submit the original and valid Tax Clearance Certificate may invalidate the bid.

3. In bids where Consortia / Joint Ventures / Sub-contractors are involved each

party must submit a separate Tax Clearance Certificate. Copies of the Application for Tax Clearance Certificates are available at any Receiver’s Office.


23

MBD2/ Application for tax Certificate.

APPLIICATION FOR TAX CLEARANCE CERTIFICATE

(IN RESPECT OF BIDDERS) 1. Name of taxpayer / bidder:........................................................................................

2. Trade name: ...................................................................................................................

3. Identification number: 4 Company / Close Corporation registration number 5. Income tax reference number 6. VAT registration number (if applicable) 7. PAYE employer’s registration number (if applicable) Signature of contact person requiring Tax Clearance Certificate: ............................................ Name: ...................................................................................................... Telephone number:……………………………………. Address: ...................................................................................................... ...................................................................................................... ..................................................................................................... Code:………………… DATE: 20_____ / ______ / ______ PLEASE NOTE THAT THE COMMISSIONER FOR THE SOUTH AFRICAN REVENUE SERVICE (SARS) WILL NOT EXERCISE HIS DISCRETIONARY POWERS IN FAVOUR OF ANY PERSON WITH REGARD TO ANY INTEREST, PENALTIES AND / OR ADDITIONAL TAX LEVIABLE DUE TO THE LATE- OR UNDERPAYMENT OF TAXES, DUTIES OR LEVIES OR THE RENDITION RETURNS BY ANY PERSON AS A RESULT OF ANY SYSTEM NOT BEING YEAR 2000 COMPLIANT.


24

MBD 3.1

PRICING SCHEDULE – FIRM PRICES (PURCHASES)

NOTE: ONLY FIRM PRICES WILL BE ACCEPTED. NON-FIRM PRICES (INCLUDING PRICES SUBJECT TO RATES OF EXCHANGE VARIATIONS) WILL NOT BE CONSIDERED IN CASES WHERE DIFFERENT DELIVERY POINTS INFLUENCE THE PRICING, A SEPARATE PRICING SCHEDULE MUST BE SUBMITTED FOR EACH DELIVERY POINT

Name of bidder…………………………………………………………………….. OFFER TO BE VALID FOR 60 DAYS FROM THE CLOSING DATE OF BID.

Bill of Quantity

Trenching, supply of material and Equipment installation Note: The rate for trenching and excavation shall include all shoring necessary for support and all pumping necessary to remove water from the trenches and excavations.

Item Description Per/Unit Material rate Labour Rate

1. Trenches in pickable/Rocky soil 1100mm deep x 600mm wide for Medium voltage cable (i.e. 70mm up to 300mm sq PILC/XLPE Cu/Al cable).

m³

2. Backfilling and compacting of trench and re-instate of trench surface

m³

3.

Supply and install orange plastic warning sheet in trench 500mm below ground level.

M

4. Supply and install River sand m³

5. Supply and install 30 Mpa Afrisam cement m³

6. Supply and install Crusher stone m³

7. Supply and Install Tar m³

8. Supply and install plaster sand m³

9. Supply and deliver Termination 11kv PILC 3 C 185 – 300 including Lugs

Each

10. Supply and deliver Joint 11kv PILC 3 C 185 – 300 including ferrules

Each

11. Supply and install 110mmᴓ X 6m sleeves

Each

12. Collect from store and Install Miniature Type B

Item


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13. Collect from Store and Install Ring Main Unit Item

14. Collect from store and Install Bulk Metering Unit

Item

15. Collect from store and Install Miniature Type B/RMU/BMU Plinth

Item

16.

Load and transport the rumbles to nearest dumping site.

m³

17. Provision for cross cuts m³

Road crossing Note: Trenching through Tar Surface and Repair to original quality.

Item Description Per/Unit Labour Rate 1. Cutting of the Tar

m³

2. Re-in-state and Repair Tar/Pavement/Walk ways to its original state.

m³

3. Directional drilling- for 110mm & 160mm diameter

m

4. Cleaning and levelling the site m³

Cables and Tests Note: Test shall include all necessary tests that has to be carried out before commissioning (I.e. Earth test, pressure test.etc)

Item Description Per/Unit Labour Rate 1. Transport cable from the EMM stores to site +-

25Km Medium voltage cable (i.e. 70mm up to 300mm sq PILC/XLPE Cu/Al cable three core).

Per meter of cable

2. Use of cable trailer

Per hour

3. Utilizing of the crane Truck

hour

4. Install Cable in trenches

m

5. Terminate the Medium cable (i.e. 70mm up to 300mm sq PILC/XLPE Cu/Al cable).

item

6. Joint the Medium cable (i.e. 70mm up to 300mm sq PILC/XLPE Cu/Al cable).

item

7. Install Bare Stranded conductor including all lugs and all related item

m

8. Tests and Commission the installation

item


26

Concrete, Tar, Inprint paving and Paving Note: Trenching through Tar Surface and Repair to original quality.

Item Description

Per/Unit Labour Rate

1. Cutting of the Tar m³

2. Re-in-state and Repair Tar to its original state. m³

3 Lifting of pavement

Square meter

4 Re-in-state and Repair Pavement/Walk ways to its original state.

Square meter

5 Cutting of the Concrete m³

6 Re-in-state and Repair Concrete to its original state.

m³

7. Cleaning and levelling the site m³

Sub Total Excl Vat

14% Vat

Total Incl Vat

Price schedule on the advert must be completed even if you submit/attach a separate quotation to the document. Price schedule to be completed in full IE: Rates; unit prices; sub-totals; vat if applicable and totals

- Does the offer comply with the specification(s)? *YES/NO - If not to specification, indicate deviation(s) …………………………………. - Period required for delivery …………………………………………..………….. - Name of Authorised Person:…………………………………………… -Signature:……………………………………………………… Date.................................................................... -Witness:……………………………………………………… Note: All delivery costs must be included in the bid price, for delivery at the prescribed destination. ** “all applicable taxes” includes value- added tax, pay as you earn, income tax, unemployment insurance fund contributions and skills development levies.


27

MBD 4 DECLARATION OF INTEREST

1. No bid will be accepted from persons in the service of the state¹. 2. Any person, having a kinship with persons in the service of the state, including a blood

relationship, may make an offer or offers in terms of this invitation to bid. In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons connected with or related to persons in service of the state, it is required that the bidder or their authorised representative declare their position in relation to the evaluating/adjudicating authority.

3 In order to give effect to the above, the following questionnaire must be

completed and submitted with the bid.

3.1 Full Name of Owner of the Bidding Entity: ……..…………………………………

3.2 Identity Number if applicable: ………………………………………………………. 3.3 Position occupied in the Company (director, trustee, shareholder²): ……………

3.4 Company Registration Number: …………………………………………………….

3.5 Tax Reference Number:………………………………………………………………

3.6 VAT Registration Number: ………………………………………………………… ¹MSCM Regulations: “in the service of the state” means to be –

(a) a member of – (i) any municipal council; (ii) any provincial legislature; or (iii) the national Assembly or the national Council of provinces;

(b) a member of the board of directors of any municipal entity; (c) an official of any municipality or municipal entity; (d) an employee of any national or provincial department, national or provincial public

entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act No.1 of 1999);

(e) a member of the accounting authority of any national or provincial public entity; or (f) an employee of Parliament or a provincial legislature.

² Shareholder” means a person who owns shares in the company and is actively involved in the management of the company or business and exercises control over the company.

3.7 The names of all directors / trustees / shareholders members, their individual

identity numbers and state employee numbers must be indicated in paragraph 4 below.

3.8 Are you presently in the service of the state? (Tick applicable box)

YES NO


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3.8.1 If yes, furnish particulars. ….………………………………………………… ……………………………………………………………………………..

3.9 Have you been in the service of the state for the past twelve months? (Tick applicable box)

3.9.1 If yes, furnish particulars.………………………...……….. ………………………………………………………………………………

3.10 Do you have any relationship (close family member, partner or associate) with persons in the service of the state and who may be involved with the evaluation and or adjudication of this bid? (Tick applicable box)

3.10.1 If yes, furnish particulars. ……………………………………………………………………………… ………………………………………………………………………………

3.11 Are you aware of any relationship (close family member, partner or associate) between any other bidder and any persons in the service of the state who may be involved with the evaluation and or adjudication of this bid?

(Tick applicable box)

3.11.1 If yes, furnish particulars ……………………………………………………………………………… ……………………………….……...........................................................

3.12 Are any of the company’s directors, trustees, managers,

principle shareholders or stakeholders in service of the state? (Tick applicable box)

3.12.1 If yes, furnish particulars. ………………………………………………………………………………. ……………………………………………………………………………….

3.13 Are any spouse, child or parent of the company’s directors trustees, managers, principle shareholders or stakeholders

in service of the state? (Tick applicable box)

3.13.1 If yes, furnish particulars.

………………………………………………………………………………. ……………………………………………………………………………….

3.14 Do you or any of the directors, trustees, managers,

YES NO

YES NO

YES NO

YES NO

YES NO


29

principle shareholders, or stakeholders of this company have any interest in any other related companies or business whether or not they are bidding for this contract. (Tick applicable box) 3.14.1 If yes, furnish particulars:

…………………………………………………………………………….. ……………………………………………………………………………..

4. Full details of directors / trustees / members / shareholders.

Full Name Identity Number State Employee Number

CERTIFICATION

I, THE UNDERSIGNED (NAME) ……………………………………………………………………………… CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM IS CORRECT. I ACCEPT THAT THE STATE AND/OR THE EMM MAY ACT AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.

………………………………….. …………………………………….. Signature Date

…………………………………. ……………………………………… Capacity Name of Bidding Entity

YES NO


30

MBD 6.1

PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2011

This preference form must form part of all bids invited. 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 COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL CONDITIONS,

DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF B-BBEE, AS PRESCRIBED IN THE PREFERENTIAL PROCUREMENT REGULATIONS, 2011.

_________________________________________________________________________________ 1. GENERAL CONDITIONS 1.1 The following preference point systems are applicable to all bids

- the 80/20 system for requirements with a Rand value of up to R1 000 000 (all applicable taxes included); and

- the 90/10 system for requirements with a Rand value above R1 000 000 (all applicable taxes included).

1.2 The value of this bid is estimated to exceed/not exceed R1 000 000 (all applicable taxes included) and therefore the 80/20 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.

1.3.1 The maximum points for this bid are allocated as follows: POINTS

1.3.1.1 PRICE 80

2.3.1.2 B-BBEE STATUS LEVEL OF CONTRIBUTION 20

Total points for Price and B-BBEE must not exceed 100 1.4 Failure on the part of a bidder to fill in and/or to sign this form and submit a B-BBEE Verification Certificate from a Verification Agency accredited by the South African Accreditation System (SANAS or a Registered Auditor approved by the Independent Regulatory Board of Auditors (IRBA) or an Accounting Officer as contemplated in the Close Corporation Act (CCA) together with the bid, will be interpreted to mean that preference points for B-BBEE status level of contribution are not claimed.


31

1.5. 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. 2. DEFINITIONS

2..1 “all applicable taxes” includes value-added tax, pay as you earn, income tax, unemployment

insurance fund contributions and skills development levies; 2.2 “B-BBEE” means broad-based black economic empowerment as defined in section 1 of the

Broad-Based Black Economic Empowerment Act; 2.3 “B-BBEE status level of contributor” means the B-BBEE status received by a measured

entity based on its overall performance using the relevant scorecard contained in the Codes of Good Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act;

2.4 “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 services, works or goods, through price quotations, advertised competitive bidding processes or proposals; 2.5 “Broad-Based Black Economic Empowerment Act” means the Broad-Based Black Economic Empowerment Act, 2003 (Act No. 53 of 2003); 2.6 “comparative price” means the price after the factors of a non-firm price and all unconditional discounts that can be utilized have been taken into consideration; 2.7 “consortium or joint venture” means an association of persons for the purpose of combining Their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract; 2.8 “contract” means the agreement that results from the acceptance of a bid by an organ of state; 2.9 “EME” means any enterprise with an annual total revenue of R5 million or less . 2.10 “Firm price” means the price that is only subject to adjustments in accordance with the actual

increase or decrease resulting from the change, imposition, or abolition of customs or excise duty and any other duty,levy, or tax, which, in terms of the law or regulation, is binding on the contractor and demonstrably has an influence on the price of any supplies, or the rendering costs of any service, for the execution of the contract;

2.11 “functionality” means the measurement according to predetermined norms, as set out in the bid documents, of a service or commodity that is designed to be practical and useful, working o operating, taking into account, among other factors, the quality, reliability, viability and durability of a service and the technical capacity and ability of a bidder; 2.12 “non-firm prices” means all prices other than “firm” prices; 2.13 “person” includes a juristic person; 2.14 “rand value” means the total estimated value of a contract in South African currency,

calculated at the time of bid invitations, and includes all applicable taxes and excise duties;


32

2.15 “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;

2.16 “total revenue” bears the same meaning assigned to this expression in the Codes of Good Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-

Based Black Economic Empowerment Act and promulgated in the Government Gazette on 9 February 2007;

2.17 “trust” means the arrangement through which the property of one person is made over or bequeathed to a trustee to administer such property for the benefit of another person; and

2.18 “trustee” means any person, including the founder of a trust, to whom property is bequeathed in order for such property to be administered for the benefit of another person. 3. ADJUDICATION USING A POINT SYSTEM

3.1 The bidder obtaining the highest number of total points will be awarded the contract.

3.2 Preference points shall be calculated after prices have been brought to a comparative basis

taking into account all factors of non-firm prices and all unconditional discounts;. 3.3 Points scored must be rounded off to the nearest 2 decimal places.

3.4 In the event that two or more bids have scored equal total points, the successful bid

must be the one scoring the highest number of preference points for B-BBEE. 3.5 However, when functionality is part of the evaluation process and two or more bids have

scored equal points including equal preference points for B-BBEE, the successful bid must be the one scoring the highest score for functionality.

3.6 Should two or more bids be equal in all respects, the award shall be decided by the

drawing of lots.

4. POINTS AWARDED FOR PRICE

4.1 THE 80/20 OR 90/10 PREFERENCE POINT SYSTEMS A maximum of 80 or 90 points is allocated for price on the following basis:

80/20 or 90/10

−

=

−−=

minmin190

minmin180

PPPtorPs

PPPtPs

Where

Ps = Points scored for comparative price of bid under consideration

Pt = Comparative price of bid under consideration

Pmin = Comparative price of lowest acceptable bid


33

5. Points awarded for B-BBEE Status Level of Contribution

5.1 In terms of Regulation 5 (2) and 6 (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 Contributor

Number of points (90/10 system)

Number of points (80/20 system)

1 10 20 2 9 18 3 8 16 4 5 12 5 4 8 6 3 6 7 2 4 8 1 2

Non-compliant contributor

0 0

5.2 Bidders who qualify as EMEs in terms of the B-BBEE Act must submit a certificate issued by

an Accounting Officer as contemplated in the CCA or a Verification Agency accredited by SANAS or a Registered Auditor. Registered auditors do not need to meet the prerequisite for IRBA’s approval for the purpose of conducting verification and issuing EMEs with B-BBEE Status Level Certificates.

5.3 Bidders other than EMEs must submit their original and valid B-BBEE status level verification

certificate or a certified copy thereof, substantiating their B-BBEE rating issued by a Registered Auditor approved by IRBA or a Verification Agency accredited by SANAS.

5.4 A trust, consortium or joint venture, will qualify for points for their B-BBEE status level as a

legal entity, provided that the entity submits their B-BBEE status level certificate. 5.5 A trust, consortium or joint venture will qualify for points for their B-BBEE status level as an

unincorporated entity, provided that the entity submits their consolidated B-BBEE scorecard as if they were a group structure and that such a consolidated B-BBEE scorecard is prepared for every separate bid.


34

5.6 Tertiary institutions and public entities will be required to submit their B-BBEE status level certificates in terms of the specialized scorecard contained in the B-BBEE Codes of Good Practice.

5.7 A person will not be awarded points for B-BBEE status level if it is indicated in the bid

documents that such a bidder intends sub-contracting more than 25% of the value of the contract to any other enterprise that does not qualify for at least the points that such a bidder qualifies for, unless the intended subcontractor is an EME that has the capability and ability to execute the sub-contract.

5.8 A person awarded a contract may not sub-contract more than 25% of the value of the contract

to any other enterprise that does not have an equal or higher B-BBEE status level than the person concerned, unless the contract is sub-contracted to an EME that has the capability and ability to execute the sub-contract.

6. BID DECLARATION

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

following: 7. B-BBEE STATUS LEVEL OF CONTRIBUTION CLAIMED IN TERMS OF PARAGRAPHS

1.3.1.2 AND 5.1

7.1 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 5.1 and must be substantiated by means of a B-BBEE certificate issued by a Verification Agency accredited by SANAS or a Registered Auditor approved by IRBA or an Accounting Officer as contemplated in the CCA).

8 SUB-CONTRACTING 8.1 Will any portion of the contract be sub-contracted? YES / NO 8.1.1 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? YES / NO

(delete which is not applicable) 9. DECLARATION WITH REGARD TO COMPANY/FIRM 9.1 Name of company/firm :..........................................................................................

9.2 VAT registration number :......................................................................................... 9.3 Company registration number :………………………………………………………………. : 9.4 TYPE OF COMPANY/ FIRM


35

� Partnership/Joint Venture / Consortium � One person business/sole propriety � Close corporation � Company � (Pty) Limited [TICK APPLICABLE BOX] 9.5 DESCRIBE PRINCIPAL BUSINESS ACTIVITIES ………….................................................................................................................................................... ………………............................................................................................................................................. ……………………………………………………………………………………………………………………… 9.6 COMPANY CLASSIFICATION � Manufacturer � Supplier � Professional service provider � Other service providers, e.g. transporter, etc.

[TICK APPLICABLE BOX] 9.7 MUNICIPAL INFORMATION Municipality where business is situated…………………………………………………………… Registered Account Number………………………………………………………………………… Stand Number………………………………………………………………………………… 9.8 TOTAL NUMBER OF YEARS THE COMPANY/FIRM HAS BEEN IN BUSINESS? ……………. 9.9 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 contribution indicated in paragraph 7 of the foregoing certificate, qualifies the company/ firm for the preference(s) shown and I / we acknowledge that:

(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

paragraph 7, 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 contribution 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 favorable arrangements due to such cancellation;


36

(d) restrict the bidder or contractor, its shareholders and directors, or only the shareholders and directors who acted on a fraudulent basis, 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 forward the matter for criminal prosecution

WITNESSES: 1. ………………………………………

NAME OF BIDDING ENTITY ……………………………………..

EKURHULENI METROPOLITAN MUNICIPALITY

QUOTATION NUMBER: .........

DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES

1 This Municipal Bidding Document must form part of all bids invited. 2 It serves as a declaration to be used by municipalities and municipal entities in

ensuring that when goods and services are being procured, all reasonable steps are taken to combat the abuse of the supply chain management system.

3 The bid of any bidder may be rejected if that bidder, or any of its directors have:

a. abused the municipality’s / municipal entity’s supply chain management

system or committed any improper conduct in relation to such system; b. been convicted for fraud or corruption during the past five years; c. willfully neglected, reneged on or failed to comply with any government,

municipal or other public sector contract during the past five years; or d. been listed in the Register for Tender Defaulters in terms of section 29 of the

Prevention and Combating of Corrupt Activities Act (No 12 of 2004).

4 In order to give effect to the above, the following questionnaire must be completed and submitted with the bid.

...................................................... SIGNATURE (S) OF BIDDER(S)


37

Item Question Yes No 4.1 Is the bidder or any of its directors listed on the National

Treasury’s database as a company or person prohibited

from doing business with the public sector?

(Companies or persons who are listed on this database were informed in writing of this restriction by the National Treasury after the audi alteram partem rule was applied).

Yes

No

4.1.1 If so, furnish particulars:

4.2 Is the bidder or any of its directors listed on the Register for Tender Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004)?

(To access this Register enter the National Treasury’s website, www.treasury.gov.za, click on the icon “Register for Tender Defaulters” or submit your written request for a hard copy of the Register to facsimile number (012) 3265445).

Yes

No


4.3 Was the bidder or any of its directors convicted by a court of law (including a court of law outside the Republic of South Africa) for fraud or corruption during the past five years?

Yes

No


Item Question Yes No 4.4 Does the bidder or any of its directors owe any

municipal rates and taxes or municipal charges to the municipality / municipal entity, or to any other municipality / municipal entity, that is in arrears for more than three months?

Yes

No


http://www.treasury.gov.za/


38

4.5 Was any contract between the bidder and the municipality / municipal entity or any other organ of state terminated during the past five years on account of failure to perform on or comply with the contract?

Yes

No


CERTIFICATION

I, THE UNDERSIGNED (FULL NAME) …………..……………………………..………………………… CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM TRUE AND CORRECT.

I ACCEPT THAT, IN ADDITION TO CANCELLATION OF A CONTRACT, ACTION MAY BE TAKEN AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.

………………………………………... …………………………..

Signature Date

…………………………………… ………………………………………..………..

Position Name of Bidder


39

MBD 9 NAME OF BIDDER:.........................................................................................

EKURHULENI METROPOLITAN MUNICIPALITY

QUOTATION NUMBER: .........

CERTIFICATE OF INDEPENDENT BID DETERMINATION (MBD 9) 1 This Form “I“ must form part of all bids¹ invited.

2 Section 4 (1) (b) (iii) of the Competition Act No. 89 of 1998, as amended, prohibits an

agreement between, or concerted practice by, firms, or a decision by an association of firms, if it is between parties in a horizontal relationship and if it involves collusive bidding (or bid rigging).² Collusive bidding is a pe se prohibition meaning that it cannot be justified under any grounds.

3 Municipal Supply Regulation 38 (1) prescribes that a supply chain management policy

must provide measures for the combating of abuse of the supply chain management system, and must enable the accounting officer, among others, to: a. take all reasonable steps to prevent such abuse;

b. reject the bid of any bidder if that bidder or any of its directors has abused the

supply chain management system of the municipality or municipal entity or has


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committed any improper conduct in relation to such system; and

c. cancel a contract awarded to a person if the person committed any corrupt or fraudulent act during the bidding process or the execution of the contract.

4 This Form “I“ serves as a certificate of declaration that would be used by institutions to

ensure that, when bids are considered, reasonable steps are taken to prevent any form of bid-rigging.

5 In order to give effect to the above, the attached Certificate of Bid Determination must be completed and

submitted with the bid: ¹ Includes price quotations, advertised competitive bids, limited bids and proposals. ² Bid rigging (or collusive bidding) occurs when businesses, that would otherwise be expected to compete, secretly conspire to raise prices or lower the quality of goods and / or services for purchasers who wish to acquire goods and / or services through a bidding process. Bid rigging is, therefore, an agreement between competitors not to compete. NAME OF BIDDER:...........................................................................................................................

CERTIFICATE OF INDEPENDENT BID DETERMINATION (MBD 9) I, the undersigned, in submitting the accompanying bid: ______________________________________________________________________

(Bid Number and Description) in response to the invitation for the bid made by: EKURHULENI METROPOLITAN MUNICIPALITY

(Name of Municipality / Municipal Entity) do hereby make the following statements that I certify to be true and complete in every respect: I certify, on behalf of: __________________________________________________ that:

(Name of Bidder)

1. I have read and I understand the contents of this Certificate;


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2. I understand that the accompanying bid will be disqualified if this Certificate is found not to be true and complete in every respect;

3. I am authorized by the bidder to sign this Certificate, and to submit the accompanying bid, on

behalf of the bidder;

4. Each person whose signature appears on the accompanying bid has been authorized by the bidder to determine the terms of, and to sign, the bid, on behalf of the bidder;

5. For the purposes of this Certificate and the accompanying bid, I understand that the word

“competitor” shall include any individual or organization, other than the bidder, whether or not affiliated with the bidder, who:

(a) has been requested to submit a bid in response to this bid invitation; (b) could potentially submit a bid in response to this bid invitation, based on

their qualifications, abilities or experience; and (c) provides the same goods and services as the bidder and/or is in the same

line of business as the bidder

6. The bidder has arrived at the accompanying bid independently from, and without consultation, communication, agreement or arrangement with any competitor. However communication between partners in a joint venture or consortium³ will not be construed as collusive bidding.

³ Joint venture or Consortium means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract.

7. In particular, without limiting the generality of paragraphs 6 above, there has been no consultation, communication, agreement or arrangement with any competitor regarding:

(a) prices;

(b) geographical area where product or service will be rendered (market

allocation)

(c) methods, factors or formulas used to calculate prices;

(d) the intention or decision to submit or not to submit, a bid;

(e) the submission of a bid which does not meet the specifications and conditions of the bid; or

(f) bidding with the intention not to win the bid.

8. In addition, there have been no consultations, communications, agreements or arrangements with any competitor regarding the quality, quantity, specifications and conditions or delivery particulars of the products or services to which this bid invitation relates.


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9. The terms of the accompanying bid have not been, and will not be, disclosed by the bidder, directly or indirectly, to any competitor, prior to the date and time of the official bid opening or of the awarding of the contract.

10. I am aware that, in addition and without prejudice to any other remedy provided to combat any

restrictive practices related to bids and contracts, bids that are suspicious will be reported to the Competition Commission for investigation and possible imposition of administrative penalties in terms of section 59 of the Competition Act No. 89 of 1998 and or may be reported to the National Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting business with the public sector for a period not exceeding ten (10) years in terms of the Prevention and Combating of Corrupt Activities Act No. 12 of 2004 or any other applicable legislation.

………………………………………………… ………………………………… Signature Date …………………………………………………. ………………………………… Position Name of Bidder

ANNEXURE “B” EKURHULENI METROPOLITAN MUNICIPALITY (EMM)

QUOTATION PROCUREMENT FORM

ABOVE R30 000 UP TO R200 000 (VAT INCLUDED) 1. All quotations received will be evaluated on the 80/20 point scoring basis. The 80 points

will be for Price and 20 points are for Broad Based Black Economic Empowerment (BBBEE) for attaining the BBBEE Status level contribution in accordance with the table below:

• MBD 4: Declaration of interest • MBD 6.1: B-BBEE Status level of Contribution. • MBD 6.3: Promotion of SMME • MBD 8: Declaration of bidders past supply management practices • MBD 9: Certificate of Independent bid determination

If the MBD forms are not completed & submitted, your quotation will be rejected. • No quotation will be considered from persons in the service of the state (MBD4).


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• As from the 7 December 2011, all Service providers/contractors must submit valid, certified copies of their BEE certificate from an accredited BEE verification agency with their bid submission. Failure to submit will lead to forfeiture (loss) of the preference points.

• In the instance of Exempted Micro Enterprise (EME) (turn over less than R 5m) a letter from a professional, registered accountant/ auditor in order to qualify for preference points.

• Electronic (e-mailed or faxed) quotations are not accepted.

• Failure to submit a BEE certificate will lead to forfeiture (loss) of the preference points. In the instance of Exempted Micro Enterprise (EME) (turn over less than R 5m) a letter from a professional, registered accountant/auditor in order to qualify for preference points.

ADJUDICATION OF BIDS Bids are adjudicated in terms of EMM Supply Chain Management Policy, and the following framework is provided as a guideline in this regard. 1. Technical adjudication and General Criteria

Bids will be adjudicated in terms of inter alia:

• Compliance with bid conditions • Technical specifications If the bid does not comply with the bid conditions or technical specifications, the bid shall be rejected. See page 3 for examples.

2. Infrastructure and resources available

Evaluation of the following in terms of the size, nature and complexity of goods and/or services required:

• Physical facilities • Plant and equipment available for the contract owned by the bidder • Plant and equipment the bidder intends renting, should the contract be awarded to him.

3. Size of enterprise, and current workload

Evaluation of the bid’s position in terms of:

• Previous and expected current annual turnover • Current contractual obligations • Capacity to execute the contract


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4. Staffing profile

Evaluation of the bid’s position in terms of:

• Staff available for this contract being bidded for • Qualifications and experience of key staff to be utilised on this contract.

5. Previous experience

Evaluation of the bid’s position in terms of his previous experience. Emphasis will be placed on the following:

• Experience in the relevant technical field • Experience of contracts of similar size • Some or all of the references will be contacted to obtain their input.

6. Financial ability to execute the contract

Evaluation of the bid’s financial ability to execute the contract. Emphasis will be placed on the following:

• Surety proposed • Estimate cash flow • Contact the bid’s bank manager to assess the bidder’s financial ability to execute the

contract and the bidder hereby grants his consent for this purpose. 7. Good standing with SA Revenue Service

Establish whether a valid original tax clearance certificate or copy thereof has been submitted with the Bid document on closing date of the bid. If no such Certificate or copy thereof has been submitted, the bid must be rejected. If a valid original tax clearance certificate has not been submitted, the bidder must be requested in writing and in the standard format approved by the Executive Director: Legal & Administration, to submit a valid original tax clearance certificate by a specific date and at a specific venue. The bidder must affix a valid original Tax Clearance Certificate or copy thereof, to the last page of the bid document If the bid does not meet the requirements contained in the EMM Supply Chain Management Policy,

and the mentioned framework, it shall be rejected by the Municipality, and may not subsequently

be made acceptable by correction or withdrawal of the non-conforming deviation or reservation.

8.3 Total Bid Adjudication Points

The total number of bid adjudication points awarded, is the sum of:

Bid price points + meeting specific goals points (not to exceed 100)

9. Penalties The City Manager must act in terms of paragraph 15 of the Preferential Procurement Policy Regulations 2001, as published on 10 August 2001, against the person awarded the contract upon detecting that a


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preference in terms of the Preferential Procurement Policy has been obtained on a fraudulent basis, or any specified goals are not attained in the performance of the contract. Regulation 15 of the Preferential Procurement Policy provides as follows: “15 (1) An organ of state must, upon detecting that a preference in terms of the Act and these regulations has been obtained on a fraudulent basis, or any specified goals are not attained in the performance of the contract, act against the person awarded the contract.

(3) An organ of state may, in addition to any other remedy it may have against the person contemplated in sub-regulations (1) –

(a) recover all costs, losses or damages it has incurred or suffered as a result of that person’s conduct;

(b) 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;

(c) impose a financial penalty more severe than the theoretical financial preference associated with the claim which was made in the tender; and

(d) restrict the contractor, its shareholders and directors from obtaining business from any organ of state for a period not exceeding 10 years.

GENERAL INFORMATION TO BE SUPPLIED BY THE BIDDER: (SHOULD THE INFORMATION REQUIRED ON THIS FORM NOT DULY BE SUPPLIED, THIS BID WILL BE REJECTED) 1. Name of bidding entity: _____________________________________________________________ 2. Contact details Address : _____________________________________________________________ _____________________________________________________________ Tel no : (________)____________________________________________________ Fax no : (________)____________________________________________________


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E-mail address : _____________________________________________________________ 3. Legal entity: Mark with an X.

Sole proprietor

Partnership

Close corporation

Company (Pty) Ltd

Joint venture

In the case of a Joint venture, provide details on joint venture members:

Joint venture member Type of entity (as defined above)

NAME OF BIDDER:..................................................................................................... 4. Income tax reference number: (COMPULSORY)

(In the case of a joint venture, provide for all joint venture members) ____________________________ _________________________ ____________________________ _________________________ 5. VAT registration number (COMPULSORY):

(In the case of a joint venture, provide for all joint venture members) ____________________________ _________________________


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____________________________ _________________________ 6. Company or closed corporation registration number (COMPULSORY):

(In the case of a joint venture, provide for all joint venture members) ____________________________ _________________________ ____________________________ _________________________ 7. Municipal rates and taxes or service charges account numbers of bidding entities OR its directors / members (COMPULSORY) (ATTACH LATEST

STATEMENT/S) (In the case of a joint venture, provide for all joint venture members) ACCOUNT NUMBERS LOCAL AUTHORITY ___________________ __________________ 8. Details of proprietor, partners, closed corporation members, or company directors, indicating

technical qualifications where applicable (Form on the next page). 9. For joint ventures the following must be attached:

• Written authority of each JV partner, for authorized signatory. • The joint venture agreement. • The major partner to satisfy at least 40 percent of the turnover and credit amount criteria, and each other partner at least 25 percent of the criteria.

SIGNATURE OF AUTHORIZED PERSON : ……………………………………………………… DATE : ………………………………………………………


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DETAILS OF PROPRIETOR, PARTNERS, CLOSED CORPORATION MEMBERS OR COMPANY DIRECTORS (In the event of a joint venture, to be completed by all joint venture partners)

Name and Surname Identity Number Members or Directors Tax Reference Number

HDI %

FEMALE %

DISABLE %

YOUTH %

EMM BASED

YES NO


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DETAILS OF BIDDING ENTITY’S BANK If the bidder is a Joint Venture or partnership, the information requested below is required for each member / partner. I/We hereby authorize the Employer/Engineer to approach all or any of the following banks for the purposes of obtaining a financial reference:

DESCRIPTION OF BANK DETAIL

BANK DETAILS APPLICABLE TO BIDDER

Name of bank

Contact person

Branch name

Branch code

Street address

Postal address

Telephone number ( )

Fax number ( )

Account number

Type of account, (i.e. cheque account)

BIDDER’S TAX DETAILS Bidder’s VAT vendor registration number: ........................................................................................... Bidder’s SARS tax reference number: .................................................................................................


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AUTHORITY FOR SIGNATORY All signatories, excluding sole proprietors, shall confirm their authority by attaching to the last page of this bid a duly signed and dated original or certified copy of the relevant resolution of their meeting of members or their board of directors, as the case may be, or by completing one of the following: 1: COMPANIES / CLOSE CORPORATIONS EXAMPLE SHOWN BELOW "By resolution of the board of directors or meeting of members passed on 15 January 2006________________, Mr A. APPLE_____________ has been duly authorised to sign all documents in connection with the Bid for Contract number RTCW 10/2006 and any Contract, which may arise there from on behalf of the Bidding Entity, namely, “ABCD (PTY) LTD” SIGNED ON BEHALF OF THE BIDDING ENTITY: NAME: B.J. JONES____________ SIGNATURE: _______________________ IN HIS/HERS CAPACITY AS: DIRECTOR / MEMBER DATE: 15 January 2006 AUTHORISED PERSON’S SPECIMEN SIGNATURE: _SIGNATURE OF A. APPLE___ AUTHORISED PERSON’S SPECIMEN INITIAL __INITIAL OF A. APPLE______ *AND/OR __________________(SIGNATURE)__________(INITIAL) *AND/OR__________________ (SIGNATURE)__________(INITIAL) * DELETE WHICH IS NOT APPLICABLE AS WITNESS: 1. B. XABA


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NAME OF BIDDER:.................................................................................................................................. PLEASE TURN OVER FOR FORM TO BE COMPLETED AUTHORITY FOR SIGNATORY 1: COMPANIES / CLOSE CORPORATIONS FORM TO BE COMPLETED "By resolution of the board of directors or meeting of members passed on ____________________________________________ , (Mr/Me.).____________________________________ has been duly authorised to sign all documents in connection with the Bid for Contract number______________________ and any Contract, which may arise there from on behalf of the Bidding Entity, namely,______________________________________________________ SIGNED ON BEHALF OF THE BIDDING ENTITY: NAME: ______________________ SIGNATURE: _______________________ IN HIS/HERS CAPACITY AS: _____________________________ DATE: _____________________________ AUTHORISED PERSON’S SPECIMEN SIGNATURE: ___________________________ AUTHORISED PERSON’S SPECIMEN INITIAL ___________________________ *AND/OR __________________(SIGNATURE)__________(INITIAL) *AND/OR__________________ (SIGNATURE)__________(INITIAL) *AND/OR____________________ * DELETE WHICH IS NOT APPLICABLE


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AS WITNESS: 1. ______________________ 2: JOINT VENTURE / CONSORTIUM / PARTNESHIP : EXAMPLE SHOWN BELOW We, the undersigned are submitting this bid and hereby authorize Mr. B. BROOK, to sign all documents in connection with the bid for Contract number RTCW 10/2006 and any contract resulting from it on our behalf.

NAME OF FIRMS

ADDRESS, TEL. NO., FAX. NO.

DULY AUTHORIZED SIGNATORY

Name of Firm no1 P.O. Box 111 Springs 1560

Signature:……………………………..……. Name:………………………........................ Designation:…………………………………

Name of Firm no 2

Address of 2nd Firm

Signature:……………………………..…… . Name:………………………....................... . Designation:…………………………………

Name of Firm no 3

Address of 3rd Firm

Signature:……………………………..……. Name:………………………....................... . Designation:…………………………………

Name of Firm no 4

Address of 4TH Firm

Signature:……………………………..…… Name:………………………....................... Designation:…………………………………

Name of Firm no 5

Address of 5TH Firm


SPECIMEN SIGNATURES AND INITIALS OF PERSON AUTHORIZED TO SIGN ALL DOCUMENTATION 1.___________________________(SIGNITURE)__________________(INITIAL) 2.___________________________(SIGNITURE)__________________(INITIAL)


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DATE: _______________________ AS WITNESS: 1. ______________________ _____________________________________________________________ PLEASE TURN OVER FOR FORM TO BE COMPLETED AUTHORITY FOR SIGNATORY 2: JOINT VENTURE / CONSORTIUM / PARTNERSHIP FORM TO BE COMPLETED We, the undersigned are submitting this bid and hereby authorize 1)____________________, 2)_________________________, 3)_____________________________ to sign all documents in connection with the bid for Contract number ______________________________ and any contract resulting from it on our behalf.

NAME OF FIRMS

ADDRESS, TEL. NO.,FAX. NO.

DULY AUTHORIZED SIGNATORY

ADDRESS__________________

__________________________ __________________________ __________________________ TEL. NO. __________________ FAX. NO.__________________


ADDRESS__________________ __________________________ __________________________ __________________________ TEL. NO. __________________ FAX. NO.__________________

Signature:……………………………..…… . Name:………………………....................... . Designation:…………………………………


Signature:……………………………..……. Name:………………………....................... . Designation:…………………………………


Signature:……………………………..…… Name:………………………....................... Designation:…………………………………



SPECIMEN SIGNATURES AND INITIALS OF PERSON AUTHORIZED TO SIGN ALL DOCUMENTATION


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1.___________________________(SIGNITURE)__________________(INITIAL) 2.___________________________(SIGNITURE)__________________(INITIAL) 3.___________________________(SIGNITURE)__________________(INITIAL) DATE: _______________________ AS WITNESS: 1. ______________________

JOINT VENTURE INFORMATION (Complete only if applicable)

The parties hereto form a Joint Venture for the purpose of jointly bidding and obtaining the award of contract for……………………………………………………………………………………………………………………… …………………………………………………………………………………………………………… \(hereinafter called the “Project”) and of jointly performing such contract under joint and several responsibility . The share of the partners in the Joint Venture shall be : Full Name and address of Lead enterprise …………………………………………………………….. ………% ……………………………………………………………… Full Name and address of 2nd enterprise ……………………………………………………………. ………..% …………………………………………………………….. Full Name and address of 3rd enterprise ……………………………………………………………. ………..% …………………………………………………………….. The Lead Partner is hereby authorised to incur liabilities, receive instructions, payments, sign all documents in connection with the bid, and to be responsible for the entire execution and administration of the contract for and on behalf of the partners. The parties hereto shall make available to the Joint Venture the technical advice and benefit of their individual experience and shall, in all other respects, endeavour to share the responsibility and burden of the performance of the Joint Venture. To this end the parties hereto shall share, in the above proportions, in all risks and obligations arising out of or in connection with the Contract, especially in the provisions of all necessary working capital and guarantees, in profit and loss and personnel.


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The Lead Partners shall supply, in its name, Professional Liability Insurance for the amount and period as stated in the Contract Data. The Joint Venture may not be terminated by any of the parties hereto until either: The contract has been awarded to another bidder or The work undertaken by the Joint Venture under the contract has been completed and all liabilities and claims incurred by and made by the Joint Venture have been settled, the bid is cancelled or the period of validity of bid extended. No party to the Agreement shall be entitled to sell, assign or in any manner encumber or transfer its interest or any part thereof in the Joint Venture without obtaining the prior written consent of the other party hereto. The Parties of the Joint Venture shall cooperate on an exclusive basis. No Party shall during the validity period of the bid submit a bid to or enter into a Contract with the EMM or any other party for the Project, either alone or in collaboration with a third party. Authorised Signature Lead Partner……………………………………………. Name …………………………………………….. Designation ……………………………………………. Signed at……………………………………… on ……………………………………….. Authorised Signature of 2nd Partner……………………………………………. Name …………………………………………….. Designation ……………………………………………. Signed at……………………………………… on ……………………………………….. Authorised Signature of 3rd Partner……………………………………………. Name …………………………………………….. Designation ……………………………………………. Signed at……………………………………… on ……………………………………….. ALL SIGNATORIES SHALL CONFIRM THEIR AUTHORITY BY ATTACHING TO THE LAST PAGE OF THE BID, ORIGINAL OR CERTIFIED COPIES OF DATED AND SIGNED RESOLUTIONS OF THE MEMBERS/DIRECTORS/PARTNERS AS THE CASE MAY BE.)


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GENERAL CRITERIA Provide information on the following:

Infrastructure and resources available

Physical facilities

Description Address Area (m²)

Plant / Equipment Provide information on plant / equipment that you have available for this project. Attach details if the space provided is not enough.

Description : Owned Plant / Equipment Number of units


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Description : Owned Plant / Equipment (continued) Number of units

Description : Hired Plant / Equipment Number of units

Description : Plant / Equipment to be purchased Number of units


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Size of enterprise and current workload

What was your turnover in the previous financial year? R What is the estimated turnover for your current financial year? R List your current contracts and obligations

Description Value (R) Start date Duration Expected

completion date

Do you have the capacity to supply the goods and services described in this bid, should the contract be awarded to you? ____________________________________________________________________________


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Staffing Profile Provide information on the staff that you have available to execute this contract (attach a separate list if the space provided is insufficient)

Own staff : gender and race Number of staff

Staff to be employed for the project : gender and race Number of staff


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Proposed Key Personnel Provide information on key staff you intend utilising on this contract, should it be awarded to you. (In case of engineering construction projects key staff is defined as staff of foreman level and above)

Name and Surname Position in your organisation Qualifications Experience

HDI status (Y/N)


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Previous experience Provide the following information on relevant previous experience (indicate specifically projects of similar or larger size and/or which is similar with regard to type of work. No points will be awarded if reference cannot be reached or if it refuses to supply information.

Description Value (R, VAT excluded)

Year(s) executed

Reference Name Organisation Tel no


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COMPULSORY SITE INSPECTIONS / INFORMATION / CLARIFICATION MEETINGS Where Compulsory Site Inspections and Compulsory Information, Briefing or Clarification Meetings are to be held, it shall be subject to the following conditions: 1. Necessity for Compulsory Site Inspection and Compulsory Information / Briefing /

Clarification Meetings Compulsory Inspections / Meetings must only be held where the nature of the contract is such that it requires either an inspection of a site or a briefing session. The Bid Specification Committee should indicate to the Tender Office that such a compulsory inspection or briefing is regarded as a necessity.

2. Attendance Register An attendance register of potential bidders and the firms they represent shall be kept and signed by attendees. A copy of such Attendance Register shall immediately after the inspection/briefing be sent to the Tender Office.

3. Confirmation Notes of Inspection/Briefing Sessions Confirmation Notes of the Compulsory Inspection or Briefing Session shall be held by or on behalf of the contact person of the Department for whom the Bid is being advertised. A copy of the notes shall be sent to each firm that was represented at the inspection/meeting as soon as possible after the inspection or meeting and before the closing date of the bid. A copy of the notes shall also be sent to the Tender Office. The relevant Department will ensure that the notes are submitted to the Bid Evaluation Committee and to the Bid Adjudication Committee.

4. Bid Documents


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The bid documentation shall clearly state that where the inspection of a site or the attendance of a briefing session is compulsory, non-attendance thereof will lead to the disqualification of the bidder in question. The bid documentation shall further clearly state that if bid documents are obtained after the compulsory briefing session or site inspection, it will only be made available to firms that were represented at the meeting. The mere fact that a firm that was not represented at a compulsory meeting, but nevertheless submitted to the municipality a set of bidding documents, should not be construed as creating any expectations that a bid will be considered by the Municipality.

NAME OF BIDDING ENTITY ……………………………………………………….

FORM “G”

EKURHULENI METROPOLITAN MUNICIPALITY CONTRACT NUMBER … …………..

(DESCRIPTION)

DECLARATION FOR MUNICIPAL ACCOUNTS

MUST BE COMPLETED FOR THIS BID Declaration in terms of paragraph 38(1)(d)(i) of the Supply Chain Management Policy of the EMM, irrespective of the contract value of the bid: NB: Please note that this declaration must be completed by ALL bidders (i). I, the undersigned hereby declare that the signatory to this tender document; is duly authorised

and further declare: (ii) that at the closing date of the bid, no municipal rates and taxes or municipal service charges

owed by the bidder or any of its directors/members to the EMM, or to any other municipality or municipal entity, are in arrears for more than three (3) months.

(iii). I acknowledge that should it be found that any municipal rates and taxes or municipal charges as

set out in (i) above are in arrears for more than three (3) months, the bid will be rejected and the EMM may take such remedial action as is required, including the rejection of the bid and/or termination of the contract.


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(iv) I further declare that copies of any rates and taxes or municipal service charges account/s, will be submitted to the EMM to its satisfaction, PRIOR to the commencement with the service/work but not later than 14 days after having been informed of the acceptance of the bid; and that

(v) I declare that if the bid is awarded to the bidding entity, any moneys due to the bidding entity for

services/goods rendered shall be utilised to offset any monies due to a municipality or a municipal entity.

(vi) The following account/s of the bidding entity has reference: Municipality Account number ................................................................................................................................ ................................................................................................................................ ................................................................................................................................ (NB: If insufficient space above, please submit on a separate page) PLEASE NOTE further that if no municipal rates and taxes or municipal charges are payable by the bidding entity, indicate the reason/s for that in the space below by means of a tick next in the relevant block,

Bidding entities who operate from informal settlements

Bidding entities who operate from a property owned by a director / member / partner

Bidding entities who operate from somebody else’s property

Bidding entities who rent premises from a landlord

Other (Please specify)

Signed at.............................……this..............day of………………............... 20… Name of Duly Authorised Signatory: (Please print)................................................


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Authorised Signature: .................................................... As witness: 1. …............................................................... 2. ..................................................................

Government Gazette, 26 November 2003

PLEASE REMEMBER:

• TO ATTACH A VALID ORIGINAL TAX CLEARANCE CERTIFICATE OR COPY THEREOF

• TO ATTACH A VALID ORIGINAL BEE CERTIFICATE OR EXEMPTED MICRO ENTERPRISE LETTER FROM ACCOUNTING FIRM OR COPY THEREOF

• IN THE CASE OF A JOINT VENTURE, THE VALID ORIGINAL TAX CLEARANCE CERTIFICATE OR COPY/IES THEREOF, OF EACH PARTNER, MUST BE SUBMITTED WITH THE BID DOCUMENT

• IN THE CASE OF A JOINT VENTURE, COPIES OF MUNICIPAL ACCOUNTS NOT OLDER THAN THREE (03) MONTHS OF EACH PARTNER, MUST BE SUBMITTED WITH THE BID DOCUMENT

ATTACH ALL REQUIRED DOCUMENTS TO THE LAST PAGE OF YOUR BID DOCUMENT