request for bids for employees transport for a … · issue: 1 issue date: 28/02/2014
TRANSCRIPT
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REQUEST FOR BIDS FOR EMPLOYEES TRANSPORT FOR A PERIOD OF FIVE (5) YEARS, AT AIRPORTS OPERATED BY AIRPORTS COMPANY SOUTH AFRICA SOC LIMITED (ACSA)
Tender Number: : COR71/2017
Issue Date : 26 JUNE 2017
Closing Date : 28 JULY 2017
Briefing Session Date and Time : 03 -12 JULY 2017 (Refer to attached times and venues)
Bidding Company Name
Representative Name
EME with a Level 1 BBBEE contributor (100% Black Ownership)
Please tick relevant Box
Signature
Date
YES NO
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INDEX
1. Section 1: Instructions to Bidder
1.1. Collection of RFP document
1.2. Submission of bid documents
1.3. Late Bids
1.4. Clarification and Communication
1.5. Compulsory briefing session
1.6. Bid Responses
1.7. Disclaimers
1.8. No Contact Policy
1.9. Conflict of Interest
1.10. Validity period
1.11. Confidentiality of information
1.12. Anti-Corruption Hotline
2. Section 2: Special Terms and Conditions
3. Section 3: Pre-Qualification Criteria
4. Section 4: Background, Purpose and Scope of work
4.1. Background
4.2. Purpose
4.3. Scope of work
4.4. Minimum Requirements
5. Section 5: Preference Points and Price
5.1. Preference points claims
5.2. Maximum point allocation
5.3. Definitions
5.4. Adjudication using a point system
5.5. Award of business where bidders have scored equal points
5.6. Points awarded for price
5.7. Points awarded for B-BBEE status level of contribution
5.8. B-BBEE Declaration Form
5.9. Sub-Contracting
5.10. Declaration with Regard to the Bidder
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6. Section 6: Evaluation Criteria
6.1. Overview
6.2. Pre-qualification
6.3. Mandatory Requirements
6.4. Functionality/Technical
6.5. Price and B-BBEE
7. Section 7: Returnable documents
7.1. Mandatory documents
7.2. Other returnable documents
7.3. Validity of submitted information
8. Appendices
Appendix A Cover letter
Appendix B Declaration of Interest form
Appendix C Declaration of forbidden practices form
Appendix D Briefing session form
Appendix E Acceptance of RFP Terms and conditions
Appendix F Company registration documents
Appendix G Joint Venture (JV) Agreement (If applicable)
Appendix H Latest Verified/Prepared Financial Statements
Appendix I Tax Clearance Certificate
Appendix J Original or Certified copy of B-BBEE Certificate
Appendix K Company profile
Appendix L Pricing Schedule
Appendix M Central Supplier Database Report
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1. SECTION 1: INSTRUCTIONS TO BIDDERS
1.1. Access to RFB documents
Tenders are available on www.etenders.gov.za. Kindly print and complete.
1.2. Submission of bid documents
The envelopes containing bid documents must have on the outside, the bidder’s return address, the full
description of the tender, tender number and the details of the Tender Management Office/Procurement
department where the bid will close. The documents must be signed and completed by a person who has
been given authority to act on behalf of the bidder. The bottom of each page of the bid documents must
be signed or stamped with the bidder’s stamp as proof that the bidder has read the tender documents. Bid
documents must be submitted STRICTLY on or before 28 JULY 2017 at 14:00 (PM).
1.2.1. Hand delivery:
The bid document must be delivered to the Tender Management Office located at the address
below:
Tender Box A
The Tender Box A is located at
ACSA Office
North Wing
3rd Floor
OR Tambo International Airport
1.3. Late Bids
Bids which are submitted after the closing date and time will not be accepted.
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1.4. Clarification and Communication
Name: Onalenna Vilakazi
Designation: Senior Commodity Specialist
Tel: 011 723 2778/082 377 7047
Email: [email protected]
1.4.1. Request for clarity or information on the tender may only be requested until Friday 21 July 2017
at 14:00 (PM). All responses to queries or for clarity sought by a bidder will also be sent to all
other entities which have responded to the Request for Bids within forty-eight (48) hours of
clarification sought.
1.4.2. Bidders may not contact any ACSA employee on this tender other than those listed above. Contact
will only be allowed between the successful bidder and ACSA Business Unit representatives after
the approval of a recommendation to award this tender. Contact will also be permissible in the
case of pre-existing commercial relations which do not pertain to the subject of this tender.
1.5. Compulsory Briefing Session
Compulsory briefing session shall be held at nine (9) ACSA Airports on the dates and times stipulated
below:
Compulsory Briefing Session, No 1
Airports Company South Africa (ACSA)
Cape Town International Airport
Southern Office Block, Ground Floor CTIA
Faranani Boardroom
Date: 04 July 2017
Time: 11:00 – 13:00
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Compulsory Briefing Session, No 2
Airports Company South Africa (ACSA)
George Airport
First Floor Admin Office
Admin Boardroom
Date: 04 July 2017
Time: 15:00 – 17:00
Compulsory Briefing Session, No 3
Airports Company South Africa (ACSA)
Port Elizabeth International Airport
Hangar Two (2) Aeropark Office Complex
Allister Miller Drive
Walmer Port Elizabeth
Date: 05 July 2017
Time: 10:00 – 12:00
Compulsory Briefing Session, No 4
Airports Company South Africa (ACSA)
East London Airport
Date: 05 July 2017
Time: 15:00 – 17:00
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Compulsory Briefing Session, No 5
Airports Company South Africa (ACSA)
King Shaka International Airport
Cape Town Fish Market Facility (Piazza Area)
Date: 06 July 2017
Time: 10:00 – 12:00
Compulsory Briefing Session, No 6
Airports Company South Africa (ACSA)
Bram Fischer International Airport
Date: 07 July 2017
Time: 10:00 – 12:00
Compulsory Briefing Session, No 7
Airports Company South Africa (ACSA)
Kimberley Airport
Date: 07 July 2017
Time: 15:00 – 16:00
Compulsory Briefing Session, No 8
Airports Company South Africa (ACSA)
Upington International Airport
Date: 10 July 2017
Time: 10:00 – 12:00
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Briefing Session, No 9
Airports Company South Africa (ACSA)
O.R Tambo International Airport
3rd Floor Security Parade Room
Old International Terminal
Follow Directional Sign Board
Date: 12 July 2017
Time: 12:00 – 14:00
Bidders can choose to attend any one of the above briefing sessions. Attendees will be required to produce
proof of their identification, the official identity document, passport or driver’s licence.
1.6. Bid Responses
Bid responses must be strictly prepared and returned in accordance with this tender document. Bidders
may be disqualified where they have not materially complied with any of ACSA’s requirements in terms of
this tender document. Changes to the bidder’s submission will not be allowed after the closing date
of the tender. All bid responses will be regarded as offers unless the bidder indicates otherwise. No bidder
or any of its consortium/joint venture members may have an interest in any of the other bidder/joint
venture/consortium participating in this bid.
1.7. Disclaimers
It must be noted that ACSA reserves its right to:
1.7.1. Award the whole or a part of this tender;
1.7.2. Split the award of this tender;
1.7.3. Negotiate with all or some of the shortlisted bidders;
1.7.4. Award the tender to a bidder other than the highest scoring bidder where objective criteria allow;
1.7.5. To reject the lowest acceptable tender received; and/or
1.7.6. Cancel this tender.
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1.8. Validity Period
1.8.1. ACSA requires a validity period of one hundred and twenty (120) calendar days calculated from
the closing date for Bid submission. During the validity period of the tender the prices which have
been quoted by the bidder must remain firm and valid.
1.8.2. During the validity period the prices which have been quoted by the bidder must remain firm and
valid. It is only in exceptional circumstances where ACSA would accommodate a proposal to
change the price.
1.9. Confidentiality of Information
1.9.1. ACSA will not disclose any information disclosed to ACSA through this tender process to a third
party or any other bidder without any written approval form the bidder whose information is sought.
Furthermore,
1.9.2. ACSA will not disclose the names of bidders until the tender process has been finalised.
1.9.3. Bidders may not disclose any information given to the bidders as part of this tender process to any
third party without the written approval from ACSA. In the event that the bidder requires to consult
with third parties on the tender, such third parties must complete confidentiality agreements, which
should also be returned to ACSA with the bid.
1.10. Hot – Line
ACSA subscribes to fair and just administrative processes. ACSA therefore urges its clients, suppliers and
the general public to report any fraud or corruption to:
Airports Company South Africa TIP-OFFS ANONYMOUS
Free Call: 0800 00 80 80
Free Fax: 0800 00 77 88
Email: [email protected]
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2. SECTION 2: SPECIAL TERMS AND CONDITIONS OF THE BID
2.1. Bidders are to take note that ACSA cater for employees with special needs and some vehicles might be
required to be modified to fit such requirements should they arise.
2.2. Drivers assigned to the transporting of the employees will be subjected to security clearance by ACSA.
2.3. Only South African entities are allowed to bid for this tender.
2.4. Employees of the Service Provider should be South Africa citizens in possession of a South Africa identity
document or smart card.
2.5. Bidders are allowed to Bid ONLY for Transport Corridors in the Province where they reside.
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3. SECTION 3: PRE-QUALIFICATION CRITERIA
3.1. In terms of the PPPFA Regulation 4, an organ of state can apply pre-qualifying criteria to advance certain
Designated Groups.
3.2. Accordingly, only the bidders who are EMEs (Exempted Micro Enterprise with a level 1 BBBEE status
level of contributor and 100% owned by Black People as defined in the PPPFA Regulations) will be
considered. Bidder must submit a valid BBBEE certificate as issued by SANAS or a sworn affidavit
and CIPC documents in order to be evaluated in order to pre-qualify for this tender. ACSA reserves
the right to request further information necessary to evaluate the bidder in this regard.
3.3. Ownership must be reflected in the company’s shareholding. Voting rights will not be taken into
consideration in order to evaluate this pre-qualification.
3.4. By submitting a bid, the bidder certifies that the information and documents provided are true, correct and
devoid of any fraudulent misrepresentations. ACSA reserves it right to seek further legal action in the event
that the bidder fails to comply with this paragraph 3.4.
3.5. A bidder that fails to meet the above-mentioned pre-qualifying criteria, will be disqualified.
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4. SECTION 4: BACKGROUND, PURPOSE AND SCOPE OF WORK
4.1. Background
Since inception approximately 23 years ago, Airports Company South Africa Limited (ACSA) has
transformed into a focused, profitable and commercial enterprise that is market-driven and customer
service oriented. The principal ACSA sites comprise of major international airports namely O.R. Tambo
(ORTIA), Cape Town (CTIA) and King Shaka (KSIA). The other sites are, Bram Fischer (Bram), Upington
(UTN), Port Elizabeth (PLZ), East London Airport, George Airport, Kimberley Airport and the Corporate
Office.
The sustained growth in traffic over the years, coupled with a creative and performance focused
management and leadership team have contributed to the Company’s excellent financial performance
over time. This has enabled the Company to transform South Africa’s airports into world-class airports,
delivering value for customers, stakeholders, shareholders and employees.
ACSA is focused on creating and operating world-class airports measuring up to international standards.
Numerous international awards won by certain of its airports over the years confirm that the Company has
largely succeeded in this aim. This is also shown in the latest ratings for example, O.R. Tambo, Cape
Town and King Shaka international airports rated first, second and third respectively in the Best Airport
ACI-ASQ awards for Africa.
4.2. Purpose of this Tender
Within the Airports Company South Africa SOC Limited (ACSA), access to transport by employees has
been identified as a challenge. Airports are located in isolated areas where access to the public transport
network is either difficult or unavailable and some of ACSA shift structures make it impossible for
employees to use existing public transport.
To determine the extent of the challenges and possible interventions, ACSA conducted a study to
determine employees travel patterns and the transport modes they used to get to work. The study
indicated that:
o Employees live in locations where they have to travel extended hours,
o Employees walk long distances to get to work or to obtain a connection to the nearest transport
network,
o Some of ACSA shifts make it impossible for employees to use existing public transport.
After considering a number of options, ACSA approved an initiative to address the transport challenges
faced by the employees, which one is addressed by this tender as follows:
o A service between the terminal and the next available transport service;
o A shuttle service where public transport is not available to the nearest public transport;
o Outside normal working hours for shift workers.
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4.3. Scope of Work
The Bid scope of work is for transporting approximately 1689 employees. The employees will be collected
from the following areas:
4.3.1 OR Tambo International Airport
Transport Corridors ACSA Employees (approximate)
1 & 2Tshwane, Midrand, Tembisa & Kempton Park 315
3 & 9Westrand, Soweto, Lenasia, Johannesburg (Central), Alexandra
217
4,5, and 6 Springs, Daveyton, Benoni, 208
740
4.3.2 King Shaka International Airport
Transport Corridors ACSA Employees (approximate)
Tongaat, Westbrook, Ballito, Stanger, Ndwedwe, New Town 20
Kwa Mashu, Inanda, Phoenix, Verulam, Umdloti, 67
Durban Central, Durban West, Durban North Pinetown, Westville 28
Umlazi, Amanzimtoti, Ispingo, Chatsworth, Folweni, Bluff, Durban South,
166 97
281 122
4.3.3 Cape Town International Airport
Transport Corridors ACSA Employees (approximate)
Plumstead, Gugulethu, Nyanga, Philippi, SouthField, Athlone, Kenilworth
61 44
Mandalay, Strandfontein, Mitchells Plain, Khayelitsha, Mfuleni 89
Table View, Goodwood, Parklands, Maitland, Milnerton, Blouberg, Thornton, Langa, Century City, Atlantis, Melkbos
29 21
Bellville, Parow Valley, Bishop Lavis, Manenberg, Parow North, Kraifontein, Brackenfell, Paarl
70 56
Belhar, Blue Downs, Blackhealth, Kuills River, Eerste River, Delft 58
307
4.3.4 Port Elizabeth Airport
Transport Corridors ACSA Employees (approximate)
Bethelsdorp, Veeplaas, Gelvandale, Port Elizabeth Central 8 4
Greenshields Park, Ben Kamma, Sherwood, Rowallan Park, Walmer, Missionvale
24 4
Uitenhage, Ibhayi, Kwamagxaki Kwazakhele, Despatch 28
Motherwell 18
78
4.3.5 George Airport
Transport Corridors ACSA Employees (approximate)
Blanco, Heatherlands, Heather Park 8
Pacaltsdorp, Dellville Park, Thembalethu, Borcherds, Parkdene 35 23
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Eden George , Bos en Dal, Dormehls Drift, Bodorp, Rosemore 14 2
Great Brak River, Mossel Bay 2
59
4.3.6 Bram Fischer Airport
Transport Corridors ACSA Employees (approximate)
Thaba Nchu, Botshabelo 88
Mangaung, Rocklands, Phahameng, Turflaagte, Bloemspruit, Ashbury, Grassland, Heidedal
41
Pellissier, Fichardtpark, Fauna, Universitas, Heuwelsig, Willows 17
64
4.3.7 East London Airport
Transport Corridors ACSA Employees (approximate)
Santa Township, Willow Park, Leaches Bay, Rosemount, Buffalo Flats, Orange Grove, Abbotsford, Greenfields, Nahoon
33 25
Cambridge, Amalinda, Scenery Park, Haven Hills 13
Mdantsane 87
Ncera Village, Kuni, Needs Camp 3
57
4.3.8 Kimberly Airport
Transport Corridors ACSA Employees (approximate)
Greenpoint, Beaconsfield, Diamondpark, De Beers, South Ridge 14
Galeshewe, Homevale, Homestead, Ashburnham 6
20
4.3.9 Upington Airport
Transport Corridors ACSA Employees (approximate)
Bellevue, Paballelo, Progress 17
Louisvale Road, Louisvaledorp 3
Rand 8
28
4.3.10 Corporate Offices
Transport Corridors ACSA Employees (approximate)
Soweto, Krugersdorp, Roodepoort 23
Springs, Daveyton, Benoni, Brakpan & Boksburg 11
Tshwane, Midrand, Tembisa, Alexandra 19
55 1
The corridors and exact number of employees per vehicle will be determined on appointment of the
Service Provider, the numbers provided might change at the time of appointment of the Service Provider.
ACSA reserves the right to change the type of vehicle for a specific route during the course of the contract,
to suit its operational needs.
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ACSA also reserves the right to change the routes of vehicles during the course of the contract.
To ensure reliability of service and safety of employees, at any time during the duration of the contract,
the age or odometer reading of the vehicles shall not exceed the following during the contracting period,
unless new at the time of contracting.
Age of the vehicle on contracting During the contract, not to exceed
2 years with odometer reading not exceeding 80 000 km
5 years with odometer reading not exceeding 300 000 km or which ever happens first
All vehicles should be fitted with non-re-treaded tyres and tyres should be maintained as per road traffic
regulations.
All vehicles should be fully licensed at all times.
All vehicles should display a valid Certificate of Fitness at all times.
4.3.11 Services to be provided
The services are to be provided across all the ACSA Airports sites. The purpose of the service is to provide
ACSA with reliable, safe, comfortable and affordable transport for their employees, whose workplace is at
various Airports sites. The transport service will operate between the employees’ central points, Airports,
nearest public transport service and back.
ACSA reserves the right to cancel certain service days. For example, if ACSA declares that all employees
should take leave on certain days e.g. the working days between Christmas and New Year. In such cases
ACSA will not pay for services on those days, please see Annexure A pricing schedule.
The number of employees travelling on a specific vehicle may vary from day-to-day for the following
reasons:
o Absenteeism owing to employees being on leave.
o Relocation of employees to the service area.
o Relocation of employees away from the service area.
o Appointment of additional employees to the service area.
o Employees leaving the department.
4.3.12 Additional vehicles required
The successful Service Provider may be requested to provide an additional vehicle(s) in the event of an
increase in departmental staff, where the current vehicles are unable to transport all the employees.
Such additional vehicles shall be of the same specifications and cost, as those used in the contract.
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4.3.13 Pick up points
The pick up points to be identified and confirmed by ACSA are to be used by the Service Provider. ACSA
has the right to amend the corridor descriptions in order to streamline operational needs. This could
include removing, adding or combining pick up points. This will be done in consultation with the Service
Provider.
The arrival time of vehicle will be strictly as per the times to be agreed between ACSA and the Service
Provider depending on the different shifts. These arrival and departure times are to and from the place
where employees disembark and board the vehicles respectively.
4.3.14 Special requests
Special requests may be made by the ACSA from time-to-time. Examples can include, but are not limited
to:
o Leaving earlier or departing later than scheduled.
o No service required for the entire day(s).
o Transporting staff to an alternative venue e.g. a place where a health walk or a year-end function
will take place. In such cases, the kilometres travelled on these days may be more, or less than
the normal daily kilometres travelled in execution of the contract.
o Top-Up payment option to be considered for those employees wanting to be picked up at their
places of residence.
4.3.15 Employees
Employees authorised by ACSA to travel on the various vehicles will have their details entered into the
Staff Transport Database.
Vehicle controllers will be in possession of an employee list for each vehicle. No person will be allowed to
board the vehicle without pre-authorisation.
4.3.16 Seating arrangements
Employees will not be allocated fixed seats on the vehicles and seating should be ad-hoc.
Not more than certified number as prescribed vehicle load (no overloading).
4.3.17 Eating and drinking
Employees may not use intoxicating substances while travelling on the vehicle. This includes, but is not
limited to, drinking of alcohol.
Employees who are under the influence of intoxicating substances will not be allowed to board the vehicle.
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No smoking will be allowed on the vehicle.
No pets allowed on the vehicles
4.3.18 Inspections
Officials from ACSA are permitted to conduct inspections of the vehicles at any time.
4.3.19 Service provider’s drivers
The drivers used by the Service Provider must at all times have a valid driver’s license with a valid PDP.
Neither the bidder nor driver shall have a criminal record or previous conviction.
Drivers should have a minimum of 5 years driving experience (refers to driving and not possession of a
driving licence). CV’s of drivers will requested prior to contracting
The Service Provider’s drivers must be in possession of an advanced driving certificate obtained from an
accredited service provider.
All vehicles should have active comprehensive motor vehicle insurance
If at the time of tendering, the Service Provider’s drivers do not have advanced driving certificates, it must
be indicated, how and when the Service Provider intends to remedy this situation.
ACSA reserves the right to inform the Service Provider if a driver is, in their opinion, not suitable to drive
the vehicles for the contract, in which case the Service Provider will withdraw such driver with immediate
effect and replace the said driver with a suitable driver. Such communication may be verbal, but followed
up in writing. Following are some examples of when this could be done, but they are not limited to these:
o Reckless driving.
o Driver under the influence of intoxicating substances.
o Abusive language to employees.
o Purposely trying to injure passengers e.g. (i) Pulling away before employees have properly
boarded or disembarked from the vehicle; (iii) Pulling away fast before an employee has taken
their seat.
o Purposely not dropping-off or picking-up employees at their respective pick-up points.
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4.3.20 Penalties
The services shall be fully monitored in the first month of operation and all non-compliance to the contract
shall be listed and communicated in writing, but penalties will not be imposed. Penalties will be imposed
from the first day of the second month.
During the first month of operation, departure times for each pick-up point on each corridor will be
determined in conjunction with officials from ACSA Transport Services department.
The Service Provider will be expected to adhere strictly to the requirements of these specifications.
Penalties will be imposed in the event of the following:
Failing to provide a full day’s return trip (morning and afternoon) where a full day’s return trip (morning and
afternoon) has not been provided, a penalty will be calculated as per attached Annexure B.
4.3.20.1 Vehicle breakdowns
o The Service Provider is expected to provide a replacement vehicle of similar quality and capacity
in case of breakdowns as follows:
o At the starting point of a route or within four (4) kilometre radius of the starting point, within thirty
(30) minutes.
o At other pick-up points, within forty five (45) minutes.
o In case of a replacement vehicle not being available to continue with the route within the times
specified in the bullet above, the penalty will apply as per Annexure B:
4.3.20.2 Vehicles in unsatisfactory condition
Where, in the opinion of ACSA vehicles arrive at the first pick up points of the corridor in an unsatisfactory
condition, e.g.
o Dirty on the outside or inside, a penalties as per Annexure B will be imposed.
o Not in good state of repair or with a leaking roof, one or more cracked or broken windows or in an
unhygienic condition, a penalties as per Annexure B will be imposed.
o Missing or broken seats, a penalties as per Annexure B will be imposed.
o A vehicle with wet seats from washing or rain through windows, a penalty as per Annexure B will
be imposed.
o A vehicle with broken or missing doors, a penalty as per Annexure B will be imposed.
o A vehicle with heater or air-conditioning not working properly, a penalty as per Annexure B will
be imposed.
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4.3.20.3 Deviating from corridors
o The Service Provider may not deviate from set corridors unless instructed by ACSA. A fine of R5
000.00 will be imposed for every deviation made.
4.3.21 Public liability insurance
o The successful bidder must provide proof of being adequately covered by Public Liability
Insurance.
4.3.22 Branding
o ACSA branding will be as per ACSA Corporate Identity and as supplied by ACSA
o The successful Service Provider’s ACSA branded vehicle/s may only be utilised for ACSA
transport services ONLY, services related to ACSA transport services.
4.3.23 Technology
o Smart card system will be required to be fitted into all the vehicle provided.
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4.4. Minimum Requirements Only bidders meeting the following criteria will be considered for this tender:
a) Vehicle must not be more than 2 Years old and the odometer reading not more than 80 000 KM if
existing
b) Proof of pre-approval from an authorised financial institution in case of procuring new vehicles
c) Permit from the department of roads and transport on award of the contract
d) Proof of address (where the bidder resides) (utilities bill preferable)
e) A minimum of one (1) years in business operation (CIPC registration)
f) Prepared or verified 3 years’ financial statements (Start-up enterprises formed within the last 12
months are required to submit financial statements for the last 12 months)
g) Central Supplier Database (CSD) report
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5. SECTION 5: PREFERENCE POINTS AND PRICE
5.1. Preference Points Claims
In terms of the PPPFA and its regulations only a maximum of 20 points may be awarded for
preference. The preferential point systems are as follows:
5.1..1. The 80/20 system for requirements with a Rand value of up to R50 000 000 (all
applicable taxes included); and
5.1..2. The 90/10 system for requirements with a Rand value above R50 000 000 (all applicable
taxes included).
The tender will be evaluated on either the 80/20 or 90/10 preference point system.
5.2. The maximum points for this bid are allocated as follows:
Points
Price _______________
B-BBEE Status Level of Contribution _______________
Total Points for Price and B-BBEE must not Exceed 100
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 an affidavit in the case of Qualifying Small Enterprises and an Emerging Micro
Enterprises together with the bid, will be interpreted to mean that preference points for B-BBEE
status level of contribution are not claimed.
ACSA 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
ACSA.
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5.3. Definitions
“B-BBEE” means broad-based black economic empowerment as defined in section 1 of the Broad
-Based Black Economic Empowerment Act;
“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;
“Black Designated Groups” has the meaning assigned to it in the codes of good practice issued
in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act;
“Black People” has the meaning assigned to it in the codes of good practice issued in terms of
section 9(1) of the Broad-Based Black Economic Empowerment Act;
“Broad-Based Black Economic Empowerment Act” means the Broad-Based Black Economic
Empowerment Act 53 of 2003);
“Designated Group” means:
5.3..1. Black Designated Groups;
5.3..2. Black People;
5.3..3. Women;
5.3..4. People with disabilities; or
5.3..5. Small enterprises, as defined in section 1 of the national Small Enterprise Act 102 of
1996;
“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;
“EME” means an exempted micro enterprise in terms of the codes of good practice issued in terms
of section 9(1) of the Broad-Based Black Economic Empowerment Act;
“Functionality” means the ability of tenderer to provide goods or services in accordance with
specifications as set out in the tender documents;
“Military Veteran” has the meaning assigned to it in section 1 of the Military Veterans Act 18 of
2011;
“People with disabilities” has the meaning assigned to it in section 1 of the Employment Equity
Act, 55 of 1998;
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“Person” includes a juristic person;
“PPPFA” means the Preferential Procurement Policy Framework Act 5 of 2000 and its Regulations
published on 20 January 2017;
“Price” means all applicable axes less all unconditional discounts;
“QSE” means a qualifying small business enterprises in terms of the codes of good practice issued
in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act
“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;
“Rural Area” means:
5.3..1. a sparsely populated area in which people farm or depend on natural resources including
villages and small towns that are dispersed through the area; or
5.3..2. an area including a large settlement which dee ds a on migratory labour and remittances
and govern social grants for survival, and may have a traditional land tenure system;
“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;
“Township” means an urban living area that any time from the late 19th century until 27 April
1994, was reserved for black people, including areas developed for historically disadvantaged
individuals post 27 April 1994;
“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;
“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; and
“Youth” has the meaning assigned to it in section 1 of the National Youth Development Agency
Act 54 of 2008
All terms not defined herein have the meanings assigned to them in the PPPFA.
5.4. Adjudication Using A Point System
The bidder obtaining the highest number of total points will be awarded the contract, unless
objective criteria exist justifying an award to another bidder or ACSA exercises one or more of its
disclaimers.
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Preference points will be calculated after prices have been brought to a comparative basis taking
into account all factors of non-firm prices and all unconditional discounts
Points scored will be rounded off to the nearest 2 decimal places.
5.5. Award of Business where Bidders have Scored Equal Points Overall
In the event that two or more bids have scored equal total points, the successful bid will be the
one scoring the highest number of preference points for B-BBEE.
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 will be the
one scoring the highest score for functionality.
Should two or more bids be equal in all respects, the award will be decided by the drawing of lots.
5.6. Points Awarded for Price
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
min
min180
P
PPtPs or
min
min190
P
PPtPs
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
5.7. Points Awarded for B-BBEE Status Level of Contribution
5.7..1. In terms of Regulation 6 (2) and 7 (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
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5.7..2. Bidders who qualify as EMEs in terms of the B-BBEE Act must submit an affidavit stating its annual
turnover, certificate issued by a Verification Agency accredited by SANAS.
5.7..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 Verification
Agency accredited by SANAS. QSEs have an additional option of submitting a sworn affidavit as
its B-BBEE certificate in terms of the amendments to the B-BBEE Codes of Good Practice in 2013.
5.7..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.
5.7..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.
5.7..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..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 sub-contractor is an EME that has the capability and ability to execute the sub-contract.
5.7..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
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 6 14
4 5 12
5 4 8
6 3 6
7 2 4
8 1 2
Non-compliant contributor 0 0
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concerned, unless the contract is sub-contracted to an EME that has the capability and ability to
execute the sub-contract.
5.8. Bid Declaration
Bidders who claim points in respect of B-BBEE Status Level of Contribution must complete the
following:
(B-BBEE Status Level of Contribution Claimed in Terms of Paragraphs 5.2)
B-BBEE Status Level of Contribution: ________________ = _____________(maximum of 10 or 20 points)
(Points claimed in respect of paragraph 0must be in accordance with the table reflected in paragraph 5.6.1
and must be substantiated by means of a B-BBEE certificate issued by a Verification Agency accredited by
SANAS).
5.9. Sub-Contracting
Will any portion of the contract be sub-contracted? YES / NO (*Delete whichever is not
applicable)
If yes, indicate:
5.9..1. The sub-contracted percentage is:______%
5.9..2. The type of ownership is as follows in terms of percentage out of 100:
5.9..2.1. black ownerships is: __________
5.9..2.2. black youth ownership is: ___________
5.9..2.3. black women ownership is: __________
5.9..2.4. black people with disabilities ownerships is: ____________;
5.9..2.5. black people in rural areas, underdeveloped areas or townships
ownerships is: ___________
5.9..2.6. black ownership of the co-operative is:_________
5.9..2.7. black people who are military veteran ownership is: __________
5.9..2.8. Combined ownership of any of the above is: ______________.
The tendering condition must specify that the tenderer may only subcontract to a QSE listed above
if the QSE has a B-BBEE status level that is equal to or more than that of the tenderer/bidder.
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5.9..1. The name of the sub-contractor is: __________________________________________
5.9..2. The B-BBEE status level of the sub-contractor is: _____________________
5.9..3. The sub-contractor is an EME: YES / NO (*Delete whichever is not applicable)
A bidder may not sub-contract any portion of the tender after award without the written approval
a delegated ACSA representative.
5.10. Declaration with Regard to the Bidder
Name of bidding entity
VAT Registration
number:
Company registration
number:
Type of company / firm:
Partnership/Joint Venture / Consortium
One person business/sole propriety
Close corporation
Company
(Pty) Limited
[TICK APPLICABLE BOX]
5.11. Describe principal business activities
5.12. Company Classification
Manufacturer
Supplier
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Professional service provider
Other service providers, e.g. transportation, etcetera.
[TICK APPLICABLE BOX]
5.13. Total numbers of years the company / firm has been in business:
___________________________________________
5.14. 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-BBEE status level of contribution indicated in this bid of the foregoing
certificate, qualifies the company/ firm for the preference(s) shown and I / we acknowledge that:
The information furnished is true and correct;
The preference points claimed are in accordance with the General Conditions as indicated in this
Section;
In the event of a contract being awarded as a result of points claimed, the contractor may be
required to furnish documentary proof to the satisfaction of ACSA that the claims are correct;
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, ACSA may, in addition to any other remedy
it may have:
5.14..1. Disqualify the person from the bidding process;
5.14..2. Recover costs, losses or damages it has incurred or suffered as a result of that person’s
conduct;
5.14..3. 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;
5.14..4. 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 ACSA for
a period not exceeding 10 years, after the audi alteram partem (hear the other side) rule
has been applied; and
5.14..5. Forward the matter for criminal prosecution.
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Witnesses:
1. ______________________________
__________________________ Signature(s) of bidder(s)
2. ______________________________
Date : ______________________________
Address: ____________________________________________
____________________________________________________
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6. SECTION 7: EVALUATION CRITERIA
6.1. Evaluation Criteria
ACSA will use a pre-determined evaluation criterion when considering received bids. The
evaluation criteria will consider the commitment made for pre-qualifying criteria/ local production
and content/ Supplier Development, objective criteria and compulsory sub-contracting/
functionality/ Price and B-BBEE. During the evaluation of received bids ACSA will make an
assessment whether all the bids comply with set minimum requirements and whether all returnable
documents/information have been submitted. Bidders which fail to meet minimum requirements,
thresholds or have not submitted required mandatory documents will be disqualified from the
tender process.
The requirements of any given stage must be complied with prior to progression to the next stage.
ACSA reserves the right to disqualify bidders without requesting any outstanding
document/information.
6.2. A staged approach will be used to evaluate bids and the approach will be as follows:
Stage 1 Stage 2 Stage 3 Stage 4 Stage 5
Ch
eck
if
all
the
man
dato
ry
do
cu
men
ts
hav
e
been
rece
ived
Evalu
ate
on
fu
ncti
on
ality
or
the
tech
nic
al
asp
ect
of
the b
id
Evalu
ate
pri
ce a
nd
Pre
fere
nce
(B-B
BE
E)
Po
st
ten
der
neg
oti
ati
on
s
Ch
eck if
Bid
der
meets
th
e p
re-
qu
alify
ing
cri
teri
a
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6.3. Pre-qualification
Bidders must submit the requisite documentation to prove that they meet the pre-qualifying criteria. A valid
BBBEE certificate as issued by SANAS or a sworn affidavit to be attached to substantiate the
requirement. Further verification at ACSA discretion might be required to substantiate the level of
contribution claim made.
6.4. Mandatory Requirements
A list of mandatory returnable documents must be consulted to understand which documents are required
at the closing date and time. Further, to the mandatory returnable documents/information ACSA will only
consider bidders which have:
a) Vehicle must not be more than 2 Years old and the odometer reading not more than 80 000 KM if
existing
b) Proof of pre-approval from an authorised financial institution in case of procuring new vehicles
c) Permit from the department of roads and transport on award of the contract
d) Proof of address (where the bidder resides) (utilities bill preferable)
e) A minimum of one (1) years in business operation (CIPC registration)
f) Prepared or verified 3 years’ financial statements (Start-up enterprises formed within the last 12 months
are required to submit financial statements for the last 12 months)
g) Central Supplier Database (CSD) report
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6.5. Functionality
The functionality evaluation will be conducted by the end-user/operations/the Bid Evaluation Committee
which comprises of various skilled and experienced members from diverse professional disciplines. The
evaluation process will be based on prequalification/threshold criteria. The criteria will be as follows:
6.5.1 Threshold
The functional evaluation will be based on a threshold, where bidders which fail to achieve a minimum of
70 on the functional stage will not be considered further in the evaluation. The thresholds on each
element of the evaluation are as follows:
Criteria Minimum Threshold
Maximum Threshold
1. Company Profile
1.1. Submission of Company profile = 20
1.2. Non-Submission of Company profile = 0
20 20
2. Current Roadworthy Certificates (COR) per vehicle for all vehicles as per corridor or Pre-Approval from an authorised Financial Institution in case of new vehicles
2.1. Copy of current vehicles proposed per corridor = 20
2.2. Pre-Approval from an authorised Financial Institution in case of new
vehicles = 20
20 20
3. Proof of similar work performed on previous occasions (submit 2 traceable references) – reference letter on client letterhead
3.1. Submission of 1 reference letter on client letterhead = 10
3.2. Submission of 2 reference letters on client letterhead = 20
10 20
4. Documents from Provincial Government authorising the holder to operate in a particular route
4.1. Transport Permit = 10 4.2. Application = 5
15 20
5. Public Liability Insurance/undertaking 10 20
Total 75 100
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6.6. Price and B-BBEE
This is the final stage of the evaluation process and will be based on the PPPFA preference point system
of___________/____________Price will amount to ________ points, whilst preference will be _______
points. The award of business will be made to a bidder which has scored the highest overall points for this
stage of the evaluation, unless objective criteria exists, justifying an award to another bidder or ACSA splits
the award or cancels the tender, etcetera. The pricing schedule to be completed is as follows:
Description Cost
a)
b)
c)
Bidders must only price in accordance with the pricing schedule above, this will enable ACSA to compare
priced offers. Failure to submit a priced offer using the prescribed schedule will make the bid liable for
disqualification. Disbursements will be reimbursed at actual cost. The successful bidder will be required to
provide proof of expenses in order to be reimbursed. Other expenses, for example accommodation (specify,
e.g. three star hotel, bed and breakfast, telephone cost, reproduction cost, etcetera). On basis of these
particulars, certified invoices will be checked for correctness.
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7. SECTION 7: RETURNABLE DOCUMENTS
7.1. Mandatory Returnable documents
ACSA will disqualify from the tender process any bidder that has failed to submit mandatory returnable
documents and information on the closing date and time. Bidders should therefore ensure that all the
mandatory returnable documents and information have been submitted. In order to assist bidders, ACSA
has also included a column next to the required mandatory document and information to enable bidders to
keep track of whether they have submitted or not. The mandatory documents and information are as follows:
7.2. Other Returnable Documents and information
MANDATORY RETURNABLE DOCUMENTS AND INFORMATION SUBMITTED
[Yes or No]
Priced offer (pricing schedule)
Declaration of Interest Form
Non-Disclosure Agreement
Proof of Address where the bidder resides
Pre-Approval from a recognised Financial Institution (if procuring new vehicle)
Proof of ownership of the vehicle (if existing vehicle) less than 2 years and
80 000 odometer reading
Names and identity numbers of Directors
Certificate of Incorporation
Central Supplier Database (CSD) report
7.3. These types of documents and information are required but are not mandatory or are only mandatory at
specific stages of the process. ACSA may request bidders to submit these documents or information after
the closing date and time or might already have them on the system. Where a document or information is
only mandatory at a specific stage in the process, ACSA may only disqualify a bidder for non-submission at
that stage and after reasonable efforts were made to request the document from the bidder. The documents
are as follows:
MANDATORY RETURNABLE DOCUMENTS AND INFORMATION SUBMITTED
[Yes or No]
B-BBEE Certificate
Tax Clearance Certificate (ACSA many not award a tender to a bidder whose
tax affairs have not been declared to be in orders by SARS)
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7.4. Validity of submitted information
Bidders must ensure that any document or information which has been submitted in pursuance to this
tender remains valid for the duration of the contract period. The duty is on the bidder to provide updated
information to ACSA immediately after such information has changed.
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APPENDIX A COVER LETTER (Attach a cover letter here)
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APPENDIX B DECLARATION OF INTEREST FORM
9. SECTION 9: DECLARATION FORM
9.1. Making a Declaration
Any legal person or persons having a relationship with persons employed by ACSA, including a blood
relationship, may submit a bid in terms of this tender document. In view of possible allegations of unfairness,
should the resulting bid, or part thereof, be awarded to persons connected with or related to ACSA
employees, it is required that the bidder or his/her authorised representative declare his/her position in
relation to ACSA employees or any member of the evaluation or adjudication committee which will consider
bids. Furthermore, ACSA requires all bidders to declare that they have not acted in any manner inconsistent
with the law, policy or fairness.
9.2. All bidders must complete a declaration of interest form below:
Full name of the bidder or representative of
the bidding entity
Identity Number
Position held in the bidding entity
Registration number of the bidding entity
Tax Reference number of the bidding entity
VAT Registration number of the bidding entity
I/We certify that there is a / no relationship between the bidding entity or any of its shareholders /
directors / owner / member / partner with any ACSA employee or official.
Where a relationship exists, please provide details of the ACSA employee or official and the extent of the
relationship below
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9.3. Full Names of Directors / Trustees / Members / Shareholders of the bidding entity
Full Name Identity Number Personal Income Tax Reference Number
9.4. I/We declare that we have not acted in any manner which promotes unfairness, contravenes any law or is
against public morals. We further certify that we will in full compliance of this tender terms and conditions
as well as ACSA policies in the event that we are successful in this tender.
Declaration:
I/We the undersigned ____________________________________________________ (Name) herby
certify that the information furnished in this tender document is true and correct. We further certify that we
understand that where it is found that we have made a false declaration or statement in this tender, ACSA
may disqualify our bid or terminate a contract we may have with ACSA where we are successful in this
tender.
___________________________ _________________________________
Signature Date
____________________________ __________________________________
Position Name of bidder
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APPENDIX C DECLARATION OF FORBIDDEN PRACTICES FORM
10. SECTION 10: DECLARATION OF FORBIDDEN PRACTICES
I/We hereby declare that we have not/been found guilty of any illegal activities relating to corruption, fraud,
B-BBEE fronting, anti-competitive practices and/or blacklisted by an organ of State Owned Company, etc.
and/or any other forbidden practices.
I/We declare the following:
Description Penalty Organ of State / State Owned
Company
a)
b)
Furthermore, I/We declare that to the best of my/our knowledge there is /are no further practices to be
declared or which are in the process of being finalised. The following are alleged practices which have not
yet been finalised.
Description Organ of State / State Owned Company
a)
b)
This declaration was signed on _______ of ____________________________ 201_____
Name:
Designation:
Signature:
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APPENDIX D BRIEFING SESSION FORM
11. SECTION 11: BRIEFING SESSION FORM
This is to certify that:
Bidder Name _____________________________________________________________
Attended a compulsory session which was held on ________ of July 2017____. Bidder was represented by:
Name:
Designation:
This certification is made on behalf of ACSA by:
Name:
Designation:
Signature:
Date:
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APPENDIX E ACCEPTANCE OF RFP TERMS AND CONDITIONS
TO: The Supply Chain General Manager
Airports Company South Africa Ltd.
Proposal No: COR71/2017
1. Bidder’s Name and Contact Details
Bidder:
Physical Address:
Correspondence to be addressed to:
Fax Number:
Phone numbers:
Email Address:
Contact Person:
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2. Bid Certification
We hereby submit a Bid in respect of the Employees Transport Services for a period of 5 years in
accordance with ACSA’s requirements.
We acknowledge that ACSA’s terms and conditions (as amended and mutually agreed between
the parties if necessary) shall apply to the agreement with the successful Bidder,
We have read, understand and agree to be bound by the content of all the documentation provided
by ACSA in this Request for Bid.
We accept that ACSA’s Tender Board’s decision is final and binding.
We certify that all forms of Proposal as required in the Proposal document are included in our
submission.
We certify that all information provided in our Proposal is true, accurate, complete and correct.
This Proposal is specific to this Bid only; it has no impact, influence or effect on any other project
for which a Bid may be submitted.
The undersigned is/are authorized to submit and sign the Bid that shall be binding on closure of
the Bid submission.
The Bid is binding on this Bid for a period which lapses after one hundred and twenty (120) days
calculated from the closing date of Bid submission.
Thus done and signed at on this the day of 2016
Signature:
Name:
For and behalf of:
Tendering entity name:
Capacity:
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APPENDIX F COMPANY REGISTRATION DOCUMENTS (Attach CIPC documents here)
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APPENDIX G JOINT VENTURE (JV) AGREEMENT (IF APPLICABLE)
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APPENDIX H LATEST VERIFIED/PREPARED FINANCIAL STATEMENTS
Verified/Prepared Financial Statements of the Bidder for the previous three financial years, or to the extent that
such statements are not available, for the last year. Bidders must note that in the case of a joint venture especially
formed for this tender, verified/prepared financial statements for each participant in the JV is required.
Start-up enterprises formed within the last 12 months are required to send in statements for the last 12 months.
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APPENDIX I TAX CLEARANCE CERTIFICATE (Attach a Tax Compliance Status or PIN)
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APPENDIX J ORIGINAL OR CERTIFIED COPY OF B-BBEE CERTIFICATE (Attach Original or Certified copy of BBBEE or Sworn Affidavit here)
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APPENDIX K COMPANY PROFILE (Attach your Company profile here)
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APPENDIX L PRICING SCHEDULE
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APPENDIX M CENTRAL SUPPLIER DATABASE REPORT
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