terms of reference€¦ · tender no: idt/ dsac/libee-mav 10-2018/19 page 1 terms of reference for...

Tender No: IDT/ DSAC/LIBEE-MAV 10-2018/19

Terms of Reference

For the

Appointment of Professional Service Providers: ELECTRICAL ENGINEERING for the Planning, Design and Supervision of

the New Community Library in MAVALANI VILLAGE for Limpopo Department of Sports, Arts and Culture

Tender No: IDT/ DSAC/LIBEE-MAV 10-2018/19 Programme implemented by the Independent Development Trust on behalf of the Limpopo Department of Sports, Arts and Culture

Name of company :………………………….…………………..……………. CSD Registration no :………………………….…………………..……………. Profession/Discipline (e.g. Architect etc.):……..………………………………… Registered Personnel & Pr No:…………………………………………….

Closing Date & Time: 09 October 2018, 11H00

Independent Development Trust IDT Limpopo Regional Office Ground Floor 22 Hans Van Rensburg Street Polokwane, 0699


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1. T1.1 Tender Notice and Invitation to Tender

APPOINTMENT OF PROFESSIONAL SERVICE PROVIDERS: FOR THE PLANNING, DESIGN AND SUPERVISION OF THE NEW COMMUNITY LIBRARY IN MAVALANI VILLAGE FOR LIMPOPO

DEPARTMENT OF SPORTS, ARTS AND CULTURE

Documents may be collected during working hours from the 17 September 2018. The physical address for collection of tender documents is : INDEPENDENT DEVELOPMENT TRUST OFFICES 22 Hans Van Rensburg POLOKWANE 0700 Queries relating to the issues of these documents may be addressed to: Wisdom Norgbey Tel No 015 295 0016 Fax No 015 295 6559 E- mail [email protected]

COMPULSORY CLARIFICATION MEEETING WILL BE AS FOLLOWS Date: 25th of September 2018 Time: 11H00 Venue: 22 Hans Van Rensburg Street Polokwane, 0700 (IDT offices Boardroom) Tender documents to be submitted at the tender box of the IDT office: No late submissions shall be entertained. The IDT will retain the original deposit slips. Closing date: 09 October 2018 Closing time: 11:00 INDEPENDENT DEVELOPMENT TRUST OFFICES 22 Hans Van Rensburg POLOKWANE MONEY DEPOSIT A non-fundable tender deposit of R 500.00 payable by proof of deposit is required on collection of Tender documents. Account details are as follows: Bank : ABSA Account Name : IDT Tender Deposits Account Number : 408 494 0092 Branch Code : 632005 Reference : IDT/ DSAC/LIBEE-MAV 10-2018/19 and Company Name Cheques, Cash or EFTs are not allowed. Tenderers are required to make copies of their deposit slips.


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COPYRIGHT STATEMENT The copyright for this document and all its contents are owned by the IDT and our Client the Limpopo Department of Sport, Arts and Culture where applicable. This document should be considered private and confidential and may not be shared with any third party without the prior written permission of the IDT or the Limpopo department of Sport, Arts and Culture.


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CONTENTS

1 BACKGROUND ....................................................................................................................4

2 Introduction ........................................................................................................................5

3 SERVICES REQUIRED FROM PROFESSIONAL TEAM & reporting ........................................6

4 EVALUATION CRITERIA .......................................................................................................7

5 METHODOLOGY & RULES .................................................................................................23

6 STRUCTURE OF FINANCIAL OFFER, FEES AND PAYMENT TERMS ....................................24

6.1 Form of offer and Acceptance ..........................................................................................25

7 Submission process for the proposals(BIDS) ..........................................................32

8 Scope of Work ................................................................................................................34

9 Returnable DOCUMENTS SCHEDULES ............................................................................35


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1 BACKGROUND

The Limpopo department of Sports, Arts and Culture (LDSAC) and the Independent Development Trust (IDT) have entered into a Service Delivery Agreement in which the IDT will be implementing infrastructure-related programmes on behalf of the LDSAC. The LDSAC appointed the IDT to implement 2017/2018 New Community Libraries programme which includes the construction of the New Mavalani Community Library. The Independent Development Trust (IDT) on behalf of the Limpopo department of Sports, Arts and Culture hereby invites qualifying and experienced professional service providers that specializes in Civil, Mechanical and Electrical Engineering for the LDSAC. The project is located in the Greater Giyani Local Municipality of the Limpopo Province. The appointment of the qualified and registered professionals in the built environment to provide various professional services in the implementation of the projects has to be achieved as soon as possible to bring about a proper intervention of the project. The IDT seeks to appoint directly various members of the professional team. This includes the following discipline;

Professional Electrical Engineers


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2 INTRODUCTION

The Independent Development Trust is inviting proposals (bids) from Professional Service Providers for the provision of technical professional and construction services on the implementation of the 2017/2018 New Community Libraries by the IDT on behalf of the LDSAC. The purpose of this programme is to provide comprehensive, integrated and sustainable infrastructure and the maintenance of immovable assets, in the Limpopo Province. The programme will systematically contribute to socio-economic growth, development, and transfer of skills within agreed timelines, quality, and costs. This includes contributing towards job creation and the strengthening of institutions, and to poverty alleviation through empowered communities. The scope of work is to provide professional technical services for various infrastructure projects to be identified by the LDSAC and implemented by the IDT. This is not a request for a turnkey bid. Bids for each service should be submitted separately. The IDT will make an appointment for each service separately and contract the service provider directly. The received bids will be evaluated for compliance and functionality only. The bidders who score above the minimum functionality threshold of 60% will be evaluated further on the discount and BBBEE status. Successful bidders will then be engaged to provide services within their respective categories. Professional Service Providers will be required to conduct a site assessment of each project, cost estimation and measurement, tender documentation and cost control up to the final account and close out report.

Project Name New Mavalani Community Library

Location:

The project is located in the Mopani district municipalities of the Limpopo Province.

Project Cost Estimate Project Dependant

Project Planned Time Period 18 Months

Project Scope Summary Construction of a New Community Hall


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3 SERVICES REQUIRED FROM PROFESSIONAL TEAM & REPORTING

COPY RIGHTS The IDT and the DSAC will become the owners of all information, documents, programmes, advice and reports collected and compiled by the professional service provider in the execution of this agreement. The copyright of all documents, programmes, and reports compiled by the professional service provider will vest in the IDT and may not be reproduced or distributed or made available in any other way without the written consent of the IDT. The IDT will furnish the contracted professional service providers with the necessary and relevant available information that might be necessary for execution of the contract.


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4 EVALUATION CRITERIA

The 80/20 point scoring system will be used to evaluate service providers. There are two distinct steps of the evaluation process. Where no TCC is available but the bidder is registered on CSD, a copy of CSD registration report with supplier number must be provided in order to enable IDT to verify the supplier tax status on CSD database. Tender Offers will only be accepted if the following (as a minimum) are submitted:

Valid CSD registration report with supplier number

Valid, relevant qualification and professional registration in line with legislative requirements governing the profession advertised. (More than 50% of the company must be owned by registered professional/s in the relevant discipline.)

Notarised Signed JV Agreement (In case of JVs)

Certified ID copies of Owners / Directors / member’s / Share holders

Proof of company registration from CPIC

Valid Letter of good standing(COIDA)

Form of offer

Attendance of Compulsory Briefing meeting

No Copies, no correctional fluids or a lead pencil will be used on any of the submitted forms. Only black ink must be used to complete documents. Any mistakes must be neatly crossed out and countersigned by all relevant parties.

Proof of Professional indemnity insurance in an amount of not less than R5 million in respect of each claim, without limit to the number of claims.

Duly Completed Form of Offer and Acceptance

Fully Completed Compulsory Questionnaire

Declaration of Interest

Declaration of Bidders Past SCM Practices

Certificate of Independent Bid Determination

STEP 1: Evaluate Functionality (100 points) The threshold score for functionality and proposal will be a minimum of 60%. If you score below the threshold you will be disqualified and will not be considered for further evaluation and will not be included in the database. STEP 2: Points Scoring for the Tenderers not disqualified for Functionality in Step 1. The 80/20 point scoring scorecard shall apply; whereby 80 points are for the price offer (discounts) and the 20 are the Empowerment Points (for B-BBEE levels). During Step 1, the professional service providers will be evaluated / assessed for Functionality using the following criteria:


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STEP 1: EVALUATE FUNCTIONALITY

Stage two (2) entails the process of evaluation of functionality/technical

requirements. Only bidders who meet the threshold of 60% and above of the total

functionality/quality points will be eligible to be evaluated under Stage three (3)

The Table two (2) below, specify in detailed the functionality/technical criteria to be considered under the evaluation.

FUNCTIONALITY CRITERIA POINTS ALLOCATION

Experience of firm on Similar Projects - Similar scale projects experience (Building infrastructure projects)

30 Points

Qualifications, Skills and Experience of Key Projects Resources.

35 Points

Locality of firm’s office/s 10 points

Approach and Methodology 15 Points

References 10 Points

Total points 100 Points

Table 2. Summary of Functionality /Quality Criteria

A. EVALUATION SCHEDULE: KEY PERSONNEL (35 points)

Qualification, Professional Registration and Experience of key personnel (35 points): Points are allocated for professional qualifications, professional registration and

experience of allocated key personnel for the project under consideration. For

each key personnel allocated to the project, the bidders shall submit for following:

Curriculum Vitae together with certified proof of qualifications and professional

registration (as per returnable schedule above)


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Evaluation points will be awarded in terms of the following tables:

A1 - Evaluation sub-criteria: Qualifications of proposed resources (10 points)

Name of Staff Member Qualification (10 points)

Degree Diploma

1. 3.333 2

2. 3.333 2

3. 3.333 2

Subtotal number of points

10 6

Table 3. Qualifications of Proposed Resources

A2 - Evaluation sub-criteria: Professional Registration of proposed resources (10 points)

Name of Staff Member Professional Registration

Professional Technologist None

a) 3.333 2 0

b) 3.333 2 0

c) 3.333 2 0


10

6 0

Table 4. Professional Registration of Proposed Resources

A3 – Evaluation sub-criteria: Experience of proposed key personnel ( 15

points)

Name of Proposed Personnel

Experience of proposed key personnel (15 points)

Between 1 - 4

Years

Between 5 - 6

Years

Between 7 - 9

Years

10 Years and

above

1. 1 3 4 5

2. 1 3 4 5

3. 1 3 4 5


3 9 12 15

Table 5. Experience of Proposed Resources


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B. EVALUATION SCHEDULE: FIRM’S EXPERIENCE ON SIMILAR PROJECTS

Relevant Experience on Similar Construction Projects (30 points):

Points are allocated for relevant experience on similar construction projects

completed in the past 10 years. The similarity refers to project of similar kind,

complexity and value in terms of the CIDB categorization. In support bidders are to

complete the “Project Experience” returnable schedule and attach thereto scored

and signed reference forms hereto attached from the Employer confirming

completion of such a project.

Evaluation points will be awarded in terms of the following tables:

Nature of Work (15 Points) Rating Points

Awarded

Construction and renovation of Hospitals, Clinics,

Schools, Libraries, Hotels, Malls, shopping

Complex, Courts, Office blocks, Town Houses ,

Traditional houses

Very Good 15

Construction and renovation of Residential

Houses

Good 10

Construction and renovations of Enviroo loo

toilets, RDP houses, Taxi Rank, Community Halls

Satisfactory 6

Construction and renovation of household toilets

(VIP toilets)

Poor 3

Civil works Not

Submitted

0

Table 6.1 Nature of Work done table

Value of work (15) Rating Points

Awarded

13m and above Very Good 15

6.5m – 12.9m Good 10

3m – 6.49m Satisfactory 6

1m – 2.9m Poor 3

0m – 0.9m Not

Submitted

0

Table 6.2 Value of Work done table


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C - EVALUATION SCHEDULE: EMPLOYER REFERENCES (10 POINTS): Points are allocated for performance of the bidders on previous projects completed. Employer Reference Scorecards” shall be submitted for scoring (see returnable schedules) for the projects listed on the abovementioned “Relevant Project Experience” Point will be awarded in terms of the following table:

B2 - Evaluation sub-criteria: Employer’s Reference (10 points)

Projects Overall assessment by Employer

Poor Fair Good Very Good

Project A 2 4 6 10

Project B 2 4 6 10

Project C 2 4 6 10

Project D 2 4 6 10

Project E 2 4 6 10

Total number of points

2 4 6 10

Table 7. Employer’s Reference on similar Projects

D. EVALUATION SCHEDULE: APPROACH AND METHODOLOGY

Approach and Methodology (15 points):

Points are allocated for approach & methodology that must be submitted by the

bidders.

Point will be awarded in terms of the following table:

Approach and

Methodology

(15 points)

Rating Points Awarded

Very Good 15

Good 10

Satisfactory 6

Poor 3

Not acceptable 0

Table 8. Approach and Methodology


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E. EVALUATION SCHEDULE: LOCATION OF SERVICE PROVIDER’S OFFICE (10 POINTS)

Points are allocated for existence of an office in a province where the project is

implanted or adjacent provinces as indicated in the table below.

E - Location of Service Provider’s Office

Office Location Rating Points

Awarded

Head office based in Limpopo Province - proof

required

Very Good 20

Branch/Operational office based in Limpopo

Province – proof required

Good 10

Office based outside Limpopo Province in South

Africa - proof required

Satisfactory 5

Office based outside South Africa Poor No points

Total possible points for Location of service

provider

20

Table 10. Location of Service Provider’s Office

REQUIRED DOCUMENTS ATTACHED/COMPLETED FOR EVALUATION

Yes /No

T2.B15 Broad – Based Black Economic Empowerment certificate

T2.B16 Experience and qualification key personnel assigned to the work

T2.B17 Firm’s experience on similar projects/services

T2.B18 References on experience on similar projects

T2.B20 Programme schedule

T2.B21 Locality of firm’s offices

T2.B22 Preferred discipline

T2.C23 Amendments, qualifications and alterations


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T2.B16.1 Key Personnel 1: CURRICULUM VITAE OF KEY PERSONNEL

(Comprehensive CVs, certified copies of qualifications and registration certificates for key personnel are required and must be attached)

Name: Date of birth:

Profession: Nationality:

Qualifications:

Professional Body:

Category of Registration:

Registration Number:

Professional Body:


Registration Number: _

Professional Body:



Name of Employer (firm):

Current position: Years with firm:

Employment Record:

Experience Record Pertinent to Required Service:

Certification: I, the undersigned, certify that, to the best of my knowledge and belief, this data correctly describes me, my qualifications and my experience. ........................................................…………………......... ……..…………………. SIGNATURE OF THE INCUMBANT IN THE SCHEDULE DATE

…………………………………………………….

INCUMBANT’S IDENTITY NUMBER


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Qualifications:

Professional Body:



Professional Body:



Professional Body:





Employment Record:



…………………………………………………….



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Qualifications:

Professional Body:



Professional Body:



Professional Body:





Employment Record:



…………………………………………………



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T2.B17: FIRM’S EXPERIENCE ON SIMILAR PROJECTS

The Bidder shall provide details of his relevant experience on similar scale projects above implemented in the past 5 years. In

support tenderers are to complete the “Project Experience” schedule below and attach thereto copies of (a) Letters of

Appointment, and (b) all the relevant Completion Certificates

PROJECT NAME

BRIEF PROJECT DESCRIPTION

Employer Details PROJECT VALUE

(Including VAT)

START DATE

COMPLETION DATE Name Telephone Email

A

B

C

D

E


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T2.B18 REFERENCE ON EXPERIENCE ON SIMILAR PROJECTS

The Bidder shall provide details of his performance on each of the previous projects listed in the “Relevant Experience” returnable schedule. “Employer Reference Scorecards” will be completed by each of the respective Employers for the projects listed in the “Relevant Experience” returnable schedule.

REPORT ON BIDDER’S COMPETENCE & PERFORMANCE ON A SIMILAR PROJECT FOR BID

RECOMMENDATION PURPOSES

The following are to be completed by the Employer and is to be supported in each case accompanied

by Signed Appointment Letter; (ii) Signed and Stamped Reference (in the form issued to the bidder)

PROJECT A:

Type of Project, e.g. (new school, renovation of clinic): ……………………

Employer: ……………………………………………………………………………

Contract Amount: ................................................................................................ ….

Contract Duration: ............................................................................................... …

Actual Contract Duration: ………………………………………………………

RATE SERVICE PROVIDER ON THEIR OVERALL PERFORMANCE

DESCRIPTION SCORE TICK APPROPRIATE SCORING

Very Good 5

Good 4

Satisfactory 3

Poor 2

Not Acceptable 1

Any other remarks considered necessary to assist in evaluation of the Service Provider?

.................................................................................................................................................

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

Employer’s contact person: ................................................................................ ....................

Telephone: ........................................................................................................... ...................

I hereby declare that to the best of my knowledge, information completed above is true and

correct and I understand that I will be held responsible for any misrepresentation.

Employer Signature: ............................. Date: ........................................

STAMP


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PROJECT A:


Employer: ……………………………………………………………………………

Contract Amount: ................................................................................................ ….





Very Good 5

Good 4

Satisfactory 3

Poor 2

Not Acceptable 1


.................................................................................................................................................

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


Telephone: ........................................................................................................... ...................




STAMP


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PROJECT A:


Employer: ……………………………………………………………………………

Contract Amount: ................................................................................................ ….





Very Good 5

Good 4

Satisfactory 3

Poor 2

Not Acceptable 1


.................................................................................................................................................

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


Telephone: ........................................................................................................... ...................




STAMP


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PROJECT A:


Employer: ……………………………………………………………………………

Contract Amount: ................................................................................................ ….





Very Good 5

Good 4

Satisfactory 3

Poor 2

Not Acceptable 1


.................................................................................................................................................

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


Telephone: ........................................................................................................... ...................




STAMP


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PROJECT A:


Employer: ……………………………………………………………………………

Contract Amount: ................................................................................................ ….





Very Good 5

Good 4

Satisfactory 3

Poor 2

Not Acceptable 1


.................................................................................................................................................

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


Telephone: ........................................................................................................... ...................




STAMP


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Notes: 1. Tenderers are required to score minimum points of 60% for Quality / Functionality stated in the tender data

to qualify further evaluation. 2. Tenderers who fail to meet the required minimum number of points for quality / functionality stated in the

tender data will be rejected 3. Tenderers who fail to disclose information as per the returnable schedule will be disqualified 4. Tenderers to submit the following means of verification:

a) Project list of current and previous projects b) Certified copies of proof of professional registration for key staff and each profession to be directly

involved in the programme. c) Certified certificates of qualification of key staff and CV’s including references d) Traceable references for projects completed e) SANAS accredited B-BBEE certificate or a sworn affidavit f) Traceable references for suppliers g) Letter of Good standing (COIDA) h) Professional Indemnity i) Valid Original Tax Clearance certificate

5. Project managers to ensure that: a) Transparency and fairness is adhered to when conducting evaluations b) All ratings and scores for points can be verified to be true and valid by the client

"B-BBEE" means broad-based black 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; “Broad-Based Black Economic Empowerment Act” means the Broad-Based Black Economic Empowerment Act, 2003 (Act 53 of 2003); 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 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 or sworn affidavit, will be interpreted to mean that preference points for B-BBEE status level of contribution are not claimed. 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 and a sworn affidavit. 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. 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 or a sworn affidavit. 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. The IDT 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 IDT.


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5 METHODOLOGY & RULES

A detailed plan indicating how the professional service provider proposes to carry out the project as assigned. The Plan shall include the rationale behind the intended methodology. The service provider must preferably be a legal entity with all other necessary expertise secured through sub-contract. The IDT will enter into a single contract with a single entity for the delivery of the work set out in these Terms of Reference. The CVs and key competencies of the key staff showing years of relevant experience and displaying the aptitude of the team are highly necessary. The IDT reserves the right to terminate this appointment or temporarily defer the work, or any part thereof, at any stage of completion should the IDT and LDPW decide not to proceed with the project. The IDT also reserves the right to appoint any other person to undertake any part of the tasks. Should the contract between the IDT and the service provider be terminated by either party due to reasons not attributed to the professional service provider, the professional service provider will be remunerated for work completed. The parties will be evaluated/assessed broadly on the following criteria: (i) General Criteria (ii) Organizational structure and constitution (iii) Core business and duration of business (iv) Technical and managerial capability of the firm (v) Performance record of the last five years. (vi) Methodology and work programme for the proposed assignments; (vii) Experience in the field of assignment and qualification of key team members to be deployed in the work (full time & part time separately); (viii) Likely time period indicated to complete and submit the report for each sector/ subject. Your competencies in the following areas must be clearly displayed:

1. CIDB Legislation and Compliance: Registering projects on CIDB 2. EPWP Statistics: Understanding and adherence to monthly EPWP reporting 3. Municipal By-Laws: Understanding and application of the relevant municipality by-laws and

standards.


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6 STRUCTURE OF FINANCIAL OFFER, FEES AND PAYMENT TERMS

The professional service providers must submit a proposed general fees layout and disbursement plan to the IDT as part of this proposal / bid, which shall show the break-down of five stages of work. Very Important: Your points for the FINANCIAL OFFER shall be based on the discounts that you offer. You will have to show the discounts that you will offer for each of the stages. The following TEMPLATE is a table that shows the format in which you will show your DISCOUNTS in your price offer. MAVALANI LIBRARY-ELECTRICAL ENGINEER

Category Discount (%)

Professional Stages

A Stages 1 B Stage 2

C Stage 3

D Stage 4

E Stage 5

F Stage 6

AVERAGE DISCOUNT (for Categories A to F)

The fees structure and disbursement plan MUST be included as these form part of the contract if you become successful. On appointment, the professional service providers shall update the fees layout and disbursements according to the specific project value that will be approved by the Client. The IDT shall approve the disbursement plans. The IDT undertakes to pay out for work done to its satisfaction upon presentation of a substantiated claim. No payment will be made where there is outstanding information/work not submitted by the Professional Service Provider until that outstanding information is submitted.

I / We, the undersigned, hereby agree to provide all or any portion of the service at the price

and

under the terms and conditions shown above, subject to and in accordance with the Terms of

Quotation shown in this Invitation Document.

Name: …………………………………………………………………………. Authorized Signature and date: …….……………………… Company

COMPANY STAMP


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AGREEMENT AND CONTRACT DATA

Form of Offer and Acceptance

OFFER

The Employer, identified in the acceptance signature block, has solicited offers to enter into a contract f o r t h e Procurement of:

ELECTRICAL ENGINERRING FOR PLANNING AND SUPERVISION OF CONSTRUCTION OF PLANNING, DESIGN AND SUPERVISION OF NEW

COMMUNITY LIBRARY - MAVALANI

The tenderer, identified in the offer signature block, has examined the documents listed in the Tender Data and addenda thereto as listed in the returnable schedules, and by submitting this offer has accepted the conditions of tender.

By the representative of the tenderer, deemed to be duly authorized, signing this part of this form of offer and acceptance, the tenderer offers to perform all of the obligations and liabilities of the Service Provider under the Contract including compliance with all its terms and conditions according to their true intent and meaning for remuneration to be determined in accordance with the conditions of Contract identified in the Contract Data.

The offered discount for PROFESSIONAL SERVICES PROVIDER (ELECTRICAL ENGINEERING), is

Discount ……………................................................… (in figures)

Discount………………………………………………………… Rand (in words) Should there be a discrepancy between the discount in figures and the d iscount in words, then the discount in figures shall govern.

This offer may be accepted by the Employer by signing the acceptance part of this form of offer and acceptance and returning one copy of this document to the tenderer before the end of the period of validity stated in the Tender Data, whereupon the tenderer becomes the party named as the Service Provider in the conditions of Contract identified in the Contract Data.

THIS OFFER IS MADE BY THE FOLLOWING LEGAL ENTITY: (cross out block which is not applicable)

Company or close corporation: Natural person or partnership:

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

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

and: whose registration number is: OR whose identity number(s) is/are:

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

and: whose income tax reference number is: whose income tax reference number is/are:

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


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AND WHO IS (if applicable):

Trading under the name and style of:

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

AND WHO IS:

Represented herein, and who is duly authorised to do so, by: Mr/Mrs/Ms:

...…………………………………………………….........…. is/her capacity as:

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

Note:

A resolution / power of attorney, signed by all the directors / members / partners of the legal entity must

accompany this offer, authorising the representative to make this offer.

SIGNED FOR THE TENDERER:

Name of representative Signature Date

WITNESSED BY:

Name of witness Signature Date

The tenderer elects as its domicilium citandi et executandi in the Republic of South Africa, where any and all legal notices may be served, as (physical address):

………………………………………………………………………………………………… …………………………………………………………………………………………………

Other contact details of the Tenderer are:

Telephone no: ...…………………… Cellular phone no: ……………… Fax no: ………………………………………….

Postal address:

……………………………...……………………………………………………

………………...… Banker: ………………………………………….

Branch: …......................……………………………………..


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ACCEPTANCE By signing this part of this form of offer and acceptance, the Employer identified below accepts the tenderer’s offer. In consideration thereof, the Employer shall pay the Service Provider the amount due in accordance with the conditions of Contract identified in the Contract Data. Acceptance of the tenderer’s offer shall form an agreement between the Employer and the tenderer upon the terms and conditions contained in this agreement and in the Contract that is the subject of this agreement.

The terms of the Contract are contained in:

Agreements and Contract Data, (which includes this agreement) Pricing Data Scope of Services and drawings and documents or parts thereof, which may be incorporated by reference into Parts C1 to C3 above. Deviations from and amendments to the documents listed in the Tender Data and any addenda thereto as listed in the tender schedules as well as any changes to the terms of the offer agreed by the tenderer and the Employer during this process of offer and acceptance, are contained in the schedule of deviations attached to and forming part of this agreement. No amendments to or deviations from set documents are valid unless contained in this schedule.

The tenderer shall within two weeks after receiving a completed copy of this agreement, including the schedule of deviations (if any), contact the Employer’s agent (whose details are given in the Contract Data) to arrange the delivery of any bonds, guarantees, proof of insurance and any other documentation to be provided in terms of the conditions of Contract identified in the Contract Data. Failure to fulfil any of these obligations in accordance with those terms shall constitute a repudiation of this agreement.

Notwithstanding anything contained herein, this agreement comes into effect, if sent by registered post, 4 days from the date on which it was posted, if delivered by hand, on the day of delivery, provided that it has been delivered during ordinary business hours, or if sent by fax, the first business day following the day on which it was faxed. Unless the tenderer (now Service Provider) within seven working days of the date of such submission notifies the Employer in writing of any reason why he cannot accept the contents of this agreement, this agreement shall constitute a binding contract between the Parties.

For the Employer:

Name of signatory Signature Date

Name of Organization:

IDT

22 Hans Van Rensburg, 2nd Floor Polokwane, 0700

Witnessed by:

Name of witness Signature Date


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6.1.1.1 Architectural Profession work stages

Professional Architect Services

Work Stages

Portion of Fees

Full Architectural

Services

(Including Principal

Agent & Principal

Consultants)

Architectural

Services

(10% reduction

of the standard

fees)

A B=A-(Ax0.1)

Stage 1: Inception 5 % 5 %

Stage 2 : Concept and Viability (Concept

Design)

15 % 15 %

Stage 3 : Design Development 20 % 20 %

Stage 4 :

Documentation and

Procurement

4.1 – Prepare

Documentation for

local Authority

Submission

20 % 25 %

4.2 – Complete

Construction

Documentation and

call for Tender

10 % 10 %

Stage 5 : Construction 20 % 20 %

Stage 6 : Closure 20 % 20

6.1.1.2 Landscape Architectural Profession

Landscape Architectural Profession

Work Stages Portion of Fees

Cumulative

Total


Stage 2 : Concept and Viability (Concept Design) 15 % 20 %


Stage 4 : Documentation

and Procurement

4.1 – Prepare

Documentation for

local Authority

Submission

15 % 45 %

4.1 – Complete

Construction

Documentation and

call for Tender

10 % 55 %


Stage 6 : Closure 20 % 100 %


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6.1.1.3 Project Management Profession

6.1.1.4 Project Management Profession

Work Stages Portion of

Fees

Cumulative

Total





and Procurement

4.1 – Prepare Documentation

for local Authority Submission

5 % 40 %

4.1 – Complete Construction

Documentation and call for

Tender

5 % 45 %



Quantity Surveyor Profession

6.1.1.5 Quantity Surveyor Profession (on the Category of

Bill of Quantities)

Work Stages

Portion of

Fees

Portion of

Fees

Stage 1: Inception 2.5 % 2.5 %

Stage 2 : Concept and Viability (Concept Design) 5 % 7.5 %

Stage 3 : Design Development 7.5 % 15 %


and Procurement

4.1 – Prepare Documentation

for local Authority Submission

10 % 25 %

4.1 – Complete Construction

Documentation and call for

Tender

15 % 40 %


Stage 6 : Closure 25% 100 %

Structural / Civil / Electrical / Mechanical / Electronic Engineering Profession

6.1.1.6 Electrical / Mechanical / Electronic

Engineering Profession

6.1.1.7 Work Stages

Portion

of Fees Portion of Fees


Stage 2 : Concept and Viability (Concept

Design)

10 % 15 %


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Stage 4 : Documentation and Procurement 15 % 50 %



Health and Safety Consultants (OHS agent)

6.1.1.8 Health and Safety Consultants (OHS agent)

Work Stages

Portion of

Fees

Portion of

Fees




Stage 4 : Documentation and Procurement 15 % 50 %


Stage 6 : Closure 20 % 100%

The Professional Service Provider will be appointed for the duration of the

project, which incorporates any necessary project related extensions. Service

Providers are to note that once appointed, they will be expected to commence

the work at possibly very short notices. This is due to the urgent nature of the

projects. Failure to adhere to this may result in the service provider being

removed from the project.


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Returnable Compulsory Documents Remarks 1 Full particulars of the Organisation/ Company/ Firm on

their strength, constitution/ ownership, organizational structure, manpower (skilled and unskilled), infrastructure, offices, registration and main activities of the prospective consultant, including details of full time professionals.

Proof of Registration, CM and CK documents Core business and duration of business

2 Unabridged annual reports or audited financial accounts for the last Five years.

This is valid for audited private firms – not for the cc

Latest valid Original Tax Clearance Certificate

Must be ORIGINAL Copies of Tax Clearance Certificates will NOT be accepted.

3 CVs of the full time & contracted professionals, including field of specialization of each of the proposed key personnel to be deployed on the project. NB: The CVs should to be backed by a written commitment for the availability of the professionals’ services.

The CVs must be accurate and complete. The written commitment of availability MUST be signed by an authorized official of the consultant.

4 Details of major assignments or projects undertaken of a similar nature, scale and complexity during the last five years.

References should be traceable and the telephone numbers to be legible.

5 Proof of quality of work that has been undertaken in last five years.

Motivation of the quality and the use of photographs.

6 Current workload- list of projects that are being undertaken and the value of the projects.

Both IDT work and other projects to be listed.

7 Proof of registration with professional body Registration with the relevant South African councils or professional bodies

8 Professional indemnity cover (valid) To be valued above R5 million

9 Letter of Good Standing (COIDA) Provide Valid letter of Good standing


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Returnable Compulsory Documents Remarks

7 SUBMISSION PROCESS FOR THE PROPOSALS (BIDS)

COMPULSORY BRIEFING MEETING:

A compulsory briefing will be held with interested PSPs on the 25th September 2018 at the IDT main –boardroom as per below schedule. The address to the venue is 22 Hans Van Ransburg Street, Polokwane

The proposals (bids) must be submitted into the IDT TENDER BOX in a sealed envelope that is marked:

ADDRESS TO SUBMIT THE PROPOSALS

The sealed envelope for your proposal (bid) is to be delivered to the TENDER BOX located at the reception of Limpopo Regional Offices where a register of receipt is to be signed at the following address:

IDT ADDRESS: Independent Development Trust 22 Hans van Rensburg Street Polokwane, 0699 Tel: 015 295 0000 Fax: 015 295 6559

Enquiries to be directed to: Wisdom Norgbey/Mamikie Mashele

PERIOD OF VALIDITY

The proposals (bids) shall remain valid for 90 days (3 months) after the closing date. The IDT may request to extend the period of validity of the expression of interest for a specified additional period in exceptional circumstances. During this time/period the Bidders will maintain without change, the personnel proposed for the assignment and the proposed price.

The IDT is not bound to accept any of the proposals submitted and reserves the right to call for presentations from short-listed interested parties before final selection. No further correspondence will be entered into with unsuccessful candidates and the selection will be at the IDT’s sole discretion and will be final.


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SCOPE OF SERVICES

PROFESSIONAL SERVICES PROVIDER

FOR

PLANNING AND SUPERVISION OF CONSTRUCTION OF PLANNING, DESIGN AND SUPERVISION OF NEW COMMUNITY LIBRARY – MAVALANI

ELECTRICAL ENGINEERS

REQUIRED SERVICES:

ALL STAGES (as per national department of public works)

Proposed fees must be based on the government gazette as a guideline and must be

in line with the national department of public works consultants’ documents

(http://www.publicworks.gov.za/consultantsguidelines.html).

The base town for disbursements will be Polokwane and rates must be as per

national department of public works.

The project consists of the following

1. Structural steel frame

2. Brickwork

3. Metal roof sheeting

4. Earthworks

5. Electrical and mechanical

Construction period is 18 months

Provide execution methodology based on the above information

I / We, the undersigned, hereby agree to provide all or any portion of the service at the price

and

under the terms and conditions shown above, subject to and in accordance with the Terms of

Quotation shown in this Invitation Document.

Name: …………………………………………………………………………. Authorized Signature and date: …….……………………… Company

COMPANY STAMP


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RETURNABLE DOCUMENTS SCHEDULES


35 | P a g e

Please indicate the legal incorporation status of your business entity by ticking the appropriate box hereunder. The signatory hereto must furthermore indicate his/her authority to respond to this tender and all enquiries associated therewith in behalf of the tenderer. Alternatively, certified copies of the relevant incorporation documentation confirming the information required in this schedule may be submitted as a tender returnable.

PARTNERSHIP

COMPANY

JOINT VENTURE

CLOSE CORPORATION

OTHER (specify)

A. Partnerships, Companies, Close Corporations or Others I, the undersigned, _______________________________hereby confirm that I am duly authorised to sign all documents in connection with this tender and any contract resulting from it on behalf of _____________________ _ _ (insert the full legal name of the tenderer).

Signed Position / Capacity

B. Joint Ventures We, the undersigned, are submitting this tender in Joint Venture and hereby authorise Mr/Ms _______________________________________, an authorised signatory of _______________________________________, (insert the full legal name of the business entity serving as the lead partner) acting in the capacity of lead partner, to sign all documents in connection with the tender and any contract resulting from it on our behalf. We attach to this Schedule a copy of the joint venture agreement which incorporates a statement that all partners are liable jointly and severally for the execution of the contract and that the lead partner is authorised to incur liabilities, receive instructions and payments and be responsible for the entire execution of the contract for and on behalf of any and all the partners.

Legal Name of Joint Venture Participant

Full Name and Capacity of Authorised Signatory

Signature

Lead partner

Declaration of Authority Tender Schedule T2.1a - 1


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Declaration of Fair Bidding Practices Tender Schedule T2.1a - 2

(TO BE PLACED ON THE tenderer’s LETTERHEAD) TO: INDEPENDENT DEVELOPMENT TRUST (“IDT”) CIVIL ENGINEERING PSP FOR NEW MAVALANI COMMUNITY LIBRARY

"We acknowledge that competitiveness is a requirement of the IDT procurement process and that collusive

tendering is prohibited by law. We confirm that we have not engaged in price fixing with any other

tenderer or person, or in any way colluded with any other tenderer or person in connection with this

Invitation to Tender No.: IDT/ DSAC/LIBEE-MAV 10-2018/19

Signed Date

Name Position

tenderer


37 | P a g e

Please indicate, by completing the table set out below, the names of all persons, (natural or

juristic), who are Beneficiaries of the tenderer.

For the purposes of this Declaration, a Beneficiary is a natural or juristic person that has a

legal or monetary interest in the tenderer by way of ownership, directorship, trusteeship

and/ or the like.

To the extent that the tenderer is a public company, only the names of the top 5 majority

shareholders are required with respect to the disclosure of ownership.

Full legal name

of natural or

juristic person

Identity or

Registration

Number

Capacity of

Beneficiary (i.e.

shareholder,

member,

partner, trustee,

director, or the

like)

Quantification of

Interest (i.e.

percentage

shareholding or

ownership,

profit share,

etc.)

**Relationship

with IDT

employee or IDT

director

(Yes/No)

** Please indicate in the table above if any natural person named above is a Close Family

Member of a director of Independent Development Trust or a subsidiary thereof, or of any

Probity On Close Family Members or Beneficiaries Tender Schedule T2.1a -4


38 | P a g e

employee of Independent Development Trust involved in the procurement and approval

process associated with this tender.

**Please indicate in the table above if any juristic person named above has as a Beneficiary a

director of Independent Development Trust or a subsidiary thereof, or an employee of

Independent Development Trust involved in the procurement and approval process

associated with this tender, or whether any Beneficiary of a juristic person named above is a

Close Family Member of a director of Independent Development Trust or a subsidiary

thereof, or an employee of Independent Development Trust involved in the procurement

and approval process associated with this tender.

NB: For the purposes of this Declaration, a Close Family Member is deemed to be a person

related by birth, marriage, domestic partnership, adoption, guardianship or the like.

If you have indicated ‘Yes’ to any of the above then please specify the name of the said IDT

employee / IDT director, and the nature of the relationship between the said IDT employee /

IDT director and the person (natural or juristic) indicated in the table above.

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

IDT reserves the right to act against the tenderer or the signatory hereto should this

declaration prove to be false.

Signed Date

Name Position

Tenderer


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Confirmation of Receipt of Addenda to Tender Documents T2.1a-6

We confirm that the following communications received from the Employer before the submission

of this tender offer, amending the tender documents, have been taken into account in this tender

offer:

Date Received Title or Details

1.

2.

3.

4.

5.

6.

7.

(Attach additional pages if more space is required)

By the duly authorised representatives signing this document, the employer and the tenderer

agree to and accept the foregoing schedule of addenda as the only deviations from and

amendments to the documents listed in the tender data and addenda thereto as listed in the

tender schedules.

Signed Date

Name Position

Tenderer


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INVITATION TO BID SBD 1

PART A

YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE (NAME OF DEPARTMENT/ PUBLIC ENTITY)

BID NUMBER: IDT/ DSAC/LIBEE-MAV 10-2018/19 CLOSING DATE: 09 OCTOBER 2018 CLOSING TIME: 11H00

DESCRIPTION APPOINTMENT OF PSP FOR PLANNING, DESING AND SUPPERVISION OF MAVALANI COMMUNITY LIBRARY

BID RESPONSE DOCUMENTS MAY BE DEPOSITED IN THE BID BOX SITUATED AT (STREET ADDRESS)

22 Hans Van Rensburg Street

Polokwane. 0700

BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TO TECHNICAL ENQUIRIES MAY BE DIRECTED TO:

CONTACT PERSON CONTACT PERSON

TELEPHONE NUMBER TELEPHONE NUMBER

FACSIMILE NUMBER FACSIMILE NUMBER

E-MAIL ADDRESS E-MAIL ADDRESS

SUPPLIER INFORMATION

NAME OF BIDDER

POSTAL ADDRESS

STREET ADDRESS

TELEPHONE NUMBER CODE NUMBER

CELLPHONE NUMBER

FACSIMILE NUMBER CODE NUMBER

E-MAIL ADDRESS

VAT REGISTRATION NUMBER

SUPPLIER COMPLIANCE STATUS

TAX COMPLIANCE SYSTEM PIN:

OR

CENTRAL SUPPLIER DATABASE No: MAAA

B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE

TICK APPLICABLE BOX]

Yes No

B-BBEE STATUS LEVEL SWORN AFFIDAVIT

[TICK APPLICABLE BOX]

Yes No

[A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/ SWORN AFFIDAVIT (FOR EMES & QSEs) MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE]

1 ARE YOU THE ACCREDITED REPRESENTATIVE IN SOUTH AFRICA FOR THE GOODS /SERVICES /WORKS OFFERED?

Yes No [IF YES ENCLOSE PROOF]

2 ARE YOU A FOREIGN BASED SUPPLIER FOR THE GOODS /SERVICES /WORKS OFFERED?

Yes No [IF YES, ANSWER THE QUESTIONNAIRE BELOW]

QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS

IS THE ENTITY A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO

DOES THE ENTITY HAVE A BRANCH IN THE RSA? YES NO

DOES THE ENTITY HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO

DOES THE ENTITY HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO

IS THE ENTITY LIABLE IN THE RSA FOR ANY FORM OF TAXATION? YES NO IF THE ANSWER IS “NO” TO ALL OF THE ABOVE, THEN IT IS NOT A REQUIREMENT TO REGISTER FOR A TAX COMPLIANCE STATUS SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 BELOW.


41 | P a g e

SBD 1

PART B TERMS AND CONDITIONS FOR BIDDING

1. BID SUBMISSION:

1.1. BIDS MUST BE DELIVERED BY THE STIPULATED TIME TO THE CORRECT ADDRESS. LATE BIDS WILL NOT BE ACCEPTED FOR CONSIDERATION.

1.2. ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS PROVIDED– (NOT TO BE RE-TYPED) OR IN THE MANNER PRESCRIBED IN THE BID DOCUMENT.

1.3. THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT, 2000 AND THE PREFERENTIAL PROCUREMENT REGULATIONS, 2017, THE JOINT BUILDING CONTRACT COMMITTEE (JBCC) AND, IF APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT.

1.4. THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A JBCC AGREMENT.

2. TAX COMPLIANCE REQUIREMENTS

2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS.

2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS TO ENABLE THE ORGAN OF STATE TO VERIFY THE TAXPAYER’S PROFILE AND TAX STATUS.

2.3 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) PIN MAY BE MADE VIA E-FILING THROUGH THE SARS WEBSITE WWW.SARS.GOV.ZA.

2.4 BIDDERS MAY ALSO SUBMIT A PRINTED TCS CERTIFICATE TOGETHER WITH THE BID.

2.5 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED, EACH PARTY MUST SUBMIT A SEPARATE TCS CERTIFICATE / PIN / CSD NUMBER.

2.6 WHERE NO TCS PIN IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A CSD NUMBER MUST BE PROVIDED.

2.7 NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE, COMPANIES WITH DIRECTORS WHO ARE PERSONS IN THE SERVICE OF THE STATE, OR CLOSE CORPORATIONS WITH MEMBERS PERSONS IN THE SERVICE OF THE STATE.”

NB: FAILURE TO PROVIDE / OR COMPLY WITH ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID.

SIGNATURE OF BIDDER: ………………………………………… CAPACITY UNDER WHICH THIS BID IS SIGNED: ………………………………………… (Proof of authority must be submitted e.g. company resolution) DATE: …………………………………………..

http://www.sars.gov.za/


42 | P a g e

DECLARATION OF INTEREST

SBD 4

1. Any legal person, including persons employed by the state¹, or persons having a kinship with

persons employed by the state, including a blood relationship, may make an offer or offers in terms of this invitation to bid (includes a price quotation, advertised competitive bid, limited bid or proposal). In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the state, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her position in relation to the evaluating/adjudicating authority where-

- the bidder is employed by the state; and/or - the legal person on whose behalf the bidding document is signed, has a relationship

with persons/a person who are/is involved in the evaluation and or adjudication of the bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and or adjudication of the bid.

2. In order to give effect to the above, the following questionnaire must be completed and

submitted with the bid. 2.1 Full Name of bidder or his or her representative: ……………………………………………… 2.2 Identity Number: ………………………………………………………………………………… 2.3 Position occupied in the Company (director, trustee, shareholder²): ………………………… 2.4 Company Registration Number: …………………………………………………………………… 2.5 Tax Reference Number: …………………………………………………………………………… 2.6 VAT Registration Number: ……………………………………………………………………………

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

numbers, tax reference numbers and, if applicable, employee / persal numbers must be indicated in paragraph 3 below.

¹“State” means – (a) 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); (b) any municipality or municipal entity; (c) provincial legislature; (d) national Assembly or the national Council of provinces; or (e) Parliament. ²”Shareholder” means a person who owns shares in the company and is actively involved in the management of the

enterprise or business and exercises control over the enterprise.


43 | P a g e

2.7 Are you or any person connected with the bidder YES / NO presently employed by the state? 2.7.1 If so, furnish the following particulars:

Name of person / director / trustee / shareholder/ member: ……....…………………………… Name of state institution at which you or the person connected to the bidder is employed : …………………………………… Position occupied in the state institution: …………………………………… Any other particulars: ………………………………………………………………

……………………………………………………………… ………………………………………………………………

2.7.2 If you are presently employed by the state, did you obtain YES / NO

the appropriate authority to undertake remunerative work outside employment in the public sector?

2.7.2.1 If yes, did you attached proof of such authority to the bid YES / NO

document? (Note: Failure to submit proof of such authority, where applicable, may result in the disqualification of the bid.

2.7.2.2 If no, furnish reasons for non-submission of such proof:

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

2.8 Did you or your spouse, or any of the company’s directors / YES / NO trustees / shareholders / members or their spouses conduct business with the state in the previous twelve months?

2.8.1 If so, furnish particulars:

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

2.9 Do you, or any person connected with the bidder, have YES / NO any relationship (family, friend, other) with a person employed by the state and who may be involved with the evaluation and or adjudication of this bid?

2.9.1If so, furnish particulars. ……………………………………………………………... …………………………………………………………..….

………………………………………………………………


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2.10 Are you, or any person connected with the bidder, YES/NO aware of any relationship (family, friend, other) between

any other bidder and any person employed by the state who may be involved with the evaluation and or adjudication of this bid?

2.10.1 If so, furnish particulars.

……………………………………………………………… ……………………………………………………………… ………………………………………………………………

2.11 Do you or any of the directors / trustees / shareholders / members YES/NO

of the company have any interest in any other related companies whether or not they are bidding for this contract?

2.11.1 If so, furnish particulars: ……………………………………………………………………………. ……………………………………………………………………………. …………………………………………………………………………….

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

Full Name Identity

Number

Personal Tax

Reference

Number

State Employee

Number /

Persal Number


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4 DECLARATION

I, THE UNDERSIGNED (NAME)………………………………………………………………………

CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2 and 3 ABOVE IS CORRECT. I ACCEPT THAT THE STATE MAY REJECT THE BID OR ACT AGAINST ME IN TERMS OF PARAGRAPH 23 OF THE GENERAL CONDITIONS OF CONTRACT SHOULD THIS DECLARATION PROVE TO BE FALSE. ………………………………….. ..…………………………………………… Signature Date …………………………………. ……………………………………………… Position Name of bidder


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PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2017

SBD 6.1

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, 2017.

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 R50 000 000 (all applicable taxes included); and

- the 90/10 system for requirements with a Rand value above R50 000 000 (all applicable taxes included).

1.2

a) The value of this bid is estimated to not exceed R50 000 000 (all applicable taxes included) and therefore the 80/20 preference point system shall be applicable; or

b) The 80/20 preference point system will be applicable to this tender

1.3 Points for this bid shall be awarded for:

(a) Price; and

(b) B-BBEE Status Level of Contributor.

1.4 The maximum points for this bid are allocated as follows:

POINTS

PRICE 80

B-BBEE STATUS LEVEL OF CONTRIBUTOR 20

Total points for Price and B-BBEE must not exceed

100

1.5 Failure on the part of a bidder to submit proof of B-BBEE Status level of contributor together with the bid, will be interpreted to mean that preference points for B-BBEE status level of contribution are not claimed.

1.6 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.


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2. DEFINITIONS

(a) “B-BBEE” means broad-based black economic empowerment as defined in section 1 of the Broad-Based Black Economic Empowerment Act;

(b) “B-BBEE status level of contributor” means the B-BBEE status of an entity in terms of a code of good practice on black economic empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act;

(c) “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 goods or services, through price quotations, advertised competitive bidding processes or proposals;

(d) “Broad-Based Black Economic Empowerment Act” means the Broad-Based Black Economic Empowerment Act, 2003 (Act No. 53 of 2003);

(e) “EME” means an Exempted Micro Enterprise in terms of a code of good practice on black economic empowerment issued in terms of section 9 (1) of the Broad-Based Black Economic Empowerment Act;

(f) “functionality” means the ability of a tenderer to provide goods or services in accordance with specifications as set out in the tender documents.

(g) “prices” includes all applicable taxes less all unconditional discounts;

(h) “proof of B-BBEE status level of contributor” means:

1) B-BBEE Status level certificate issued by an authorized body or person;

2) A sworn affidavit as prescribed by the B-BBEE Codes of Good Practice;

3) Any other requirement prescribed in terms of the B-BBEE Act;

(i) “QSE” means a qualifying small business enterprise in terms of a code of good practice on black economic empowerment issued in terms of section 9 (1) of the Broad-Based Black Economic Empowerment Act;

(j) “rand value” means the total estimated value of a contract in Rand, calculated at the time of bid invitation, and includes all applicable taxes;

3. POINTS AWARDED FOR PRICE

3.1 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

min

min180

P

PPtPs or

min

min190

P

PPtPs

Where

Ps = Points scored for price of bid under consideration

Pt = Price of bid under consideration

Pmin = Price of lowest acceptable bid


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4. POINTS AWARDED FOR B-BBEE STATUS LEVEL OF CONTRIBUTOR

4.1 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:

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

5. BID DECLARATION

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

6. B-BBEE STATUS LEVEL OF CONTRIBUTOR CLAIMED IN TERMS OF PARAGRAPHS 1.4 AND 4.1

6.1 B-BBEE Status Level of Contributor: . = ………(maximum of 10 or 20 points)

(Points claimed in respect of paragraph 7.1 must be in accordance with the table reflected in paragraph 4.1 and must be substantiated by relevant proof of B-BBEE status level of contributor.

7. SUB-CONTRACTING

7.1 Will any portion of the contract be sub-contracted?

(Tick applicable box)

YES NO

7.1.1 If yes, indicate:


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i) What percentage of the contract will be subcontracted............…………….……% ii) The name of the sub-contractor……………………………………………………… iii) The B-BBEE status level of the sub-contractor......................................………… iv) Whether the sub-contractor is an EME or QSE

(Tick applicable box)

YES NO

v) Specify, by ticking the appropriate box, if subcontracting with an enterprise in terms of Preferential Procurement Regulations,2017:

Designated Group: An EME or QSE which is at last 51% owned by:

EME √

QSE √

Black people

Black people who are youth

Black people who are women

Black people with disabilities

Black people living in rural or underdeveloped areas or townships

Cooperative owned by black people

Black people who are military veterans

OR

Any EME

Any QSE

8. DECLARATION WITH REGARD TO COMPANY/FIRM

8.1 Name of company/firm:……………………………………………………………………

8.2 VAT registration number:……………………………………….…………………………

8.3 Company registration number:…………….……………………….………………………

8.4 TYPE OF COMPANY/ FIRM

Partnership/Joint Venture / Consortium

One person business/sole propriety

Close corporation

Company

(Pty) Limited [TICK APPLICABLE BOX]

8.5 DESCRIBE PRINCIPAL BUSINESS ACTIVITIES

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

………………..

8.6 COMPANY CLASSIFICATION

Manufacturer

Supplier

Professional service provider

Other service providers, e.g. transporter, etc. [TICK APPLICABLE BOX]


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8.7 Total number of years the company/firm has been in business:………………………

8.8 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

contributor indicated in paragraphs 1.4 and 6.1 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 paragraphs 1.4 and 6.1, 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 contributor 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 favourable arrangements due to such cancellation;

(d) recommend that the bidder or contractor, its shareholders and directors, or only the shareholders and directors who acted on a fraudulent basis, be restricted by the National Treasury 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

(e) forward the matter for criminal prosecution.

………………………………………. SIGNATURE(S) OF BIDDERS(S)

DATE: …………………………………..

ADDRESS …………………………………..

…………………………………..

…………………………………..

WITNESSES 1. ……………………………………..

2. …………………………………….


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DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES

SBD 8

1 This Standard Bidding Document must form part of all bids invited.

2 It serves as a declaration to be used by institutions 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 disregarded if that bidder, or any of its directors

have-

a. abused the institution’s supply chain management system;

b. committed fraud or any other improper conduct in relation to such system; or

c. failed to perform on any previous contract.

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

completed and submitted with the bid.

Item Question Yes No

4.1 Is the bidder or any of its directors listed on the National Treasury’s Database of

Restricted Suppliers as companies or persons 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 Accounting Officer/Authority of the institution that

imposed the restriction after the audi alteram partem rule was applied).

The Database of Restricted Suppliers now resides on the National Treasury’s

website(www.treasury.gov.za) and can be accessed by clicking on its link at the

bottom of the home page.

Yes

No


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)?

The Register for Tender Defaulters can be accessed on the National Treasury’s

website (www.treasury.gov.za) by clicking on its link at the bottom of the home

page.

Yes

No


4.3 Was the bidder or any of its directors convicted by a court of law (including a court

outside of the Republic of South Africa) for fraud or corruption during the past five

years?

Yes

No


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

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


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4.4 Was any contract between the bidder and any organ of state terminated during the past

five years on account of failure to perform on or comply with the contract?

Yes

No


SBD 8

CERTIFICATION

I, THE UNDERSIGNED (FULL NAME)…………………………………………………

CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION

FORM IS 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 Js365bW


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CERTIFICATE OF INDEPENDENT BID DETERMINATION SBD 9

1 This Standard Bidding Document (SBD) 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 Treasury Regulation 16A9 prescribes that accounting officers and accounting authorities must take all reasonable steps to prevent abuse of the supply chain management system and authorizes accounting officers and accounting authorities to:

a. disregard the bid of any bidder if that bidder, or any of its directors have

abused the institution’s supply chain management system and or committed fraud or any other improper conduct in relation to such system.

b. cancel a contract awarded to a supplier of goods and services if the supplier

committed any corrupt or fraudulent act during the bidding process or the execution of that contract.

4 This SBD 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

(SBD 9) 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.


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SBD 9

CERTIFICATE OF INDEPENDENT BID DETERMINATION

I, the undersigned, in submitting the accompanying bid:

________________________________________________________________________

(Bid Number and Description)

in response to the invitation for the bid made by:

___________________________________________________________________________

(Name of Institution)

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;

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


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SBD 9

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.

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.

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.

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.


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SBD 9

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

Js914w 2


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CVs of Proposed Key Persons Tender Schedule T2.1b-3

Please describe the management arrangements for the required scope. You are requested to include: 1. An organisation chart showing onsite and off-site management 2. CVs proposed project team. 3. Details of the location (and functions) of offices from which the works/services will be

managed. 4. An explanation of how you propose to allocate adequate resources to enable you to

comply with the requirements and prohibitions imposed on you by or under the statutory provisions relating to health and safety.

Summary of items attached to this Schedule:

Signed Date

Name Position

Tenderer

DSAC/IDT/LIB-4-2017/18

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