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ANNEXURE “B.2”REQUEST FOR FORMAL WRITTEN PRICE QUOTATION FORMProcurement from R30 000, 00 up to a transaction value of R200 000, 00 (including Vat)(For publication on Ekurhuleni Metropolitan Municipality Website and Notice Board)
1. NAME AND ADDRESS OF SUPPLIER
QUOTATION NUMBER KEQ.09.MI.148FULL NAME
PROCUREMENT FORM WILL BE OBTAINABLE FROM THE SUPPLY CHAIN MANAGEMENT UNIT, CENTRAL PROCUREMENT OFFICE, NO: 5 JUNCTION RD DRIEHOEK, GERMISTON. QUOTATIONS MUST BE DEPOSITED IN BID BOX NUMBER…18…. AT…15H00 @ CENTRAL PROCUREMENT OFFICE, NO: 5 JUCTION RD, DRIEHOEK.
ADDRESS
ID NUMBER (SOLE PROPRIETOR) COMPANY OR CC NUMBER
2. REGISTRATION NUMBER (PTY) LTD
DATE OF ADVERTISEMENT
25 SEPTEMBER 2015 3. TAX REFERENCE NUMBER
4. VAT REGISTRATION NUMBER (IF ANY)
5. CONTACT PERSON
6. ALTERNATIVE CONTACT PERSON
7. TELEPHONE NUMBER
8. CELL PHONE NUMBER
9. FAX NUMBER
SECTION 1
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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CLOSING DATE: 02 OCTOBER 2015 CLOSING TIME: 15H00
Quotations are hereby invited for the following:Appointment of a contractor for medium voltage connection in Kempton Park area.
REF: EK 13954771. All quotations received will be evaluated on the 80/20 point scoring basis. The 80 points
will be for Price and 20 points are for Broad Based Black Economic Empowerment (BBBEE) for attaining the BBBEE Status level contribution in accordance with the table below:
MBD 4: Declaration of interest MBD 6.1: B-BBEE Status level of Contribution. MBD 6.3: Promotion of SMME MBD 8: Declaration of bidders past supply management practices MBD 9: Certificate of Independent bid determination
If the MBD forms are not completed & submitted, your quotation will be rejected. No quotation will be considered from persons in the service of the state (MBD4).
As from the 7 December 2011, all Service providers/contractors other than EMEs must submit valid, certified copies of their BEE certificate from an accredited BEE verification agency with their bid submission. Failure to submit will lead to forfeiture (loss) of the preference points.
In the instance of Exempted Micro Enterprise (EME) (turn over less than R 10m) a letter from a professional, registered accountant/ auditor in order to qualify for preference points.
Electronic (e-mailed or faxed) quotations are not accepted.
Failure to submit a BEE certificate will lead to forfeiture (loss) of the preference points. In the instance of Exempted Micro Enterprise (EME) (turn over less than R 5m) a letter from a professional, registered accountant/auditor in order to qualify for preference points.
2. A COMPULSORY BRIEFING SESSION IS NOT APPLICABLE.EMM contact person: INNOCENT MULAUDZI TEL NO: 011 999 5249SECTION 2
1. The Lowest or any bid will not necessarily be accepted and the EMM reserves the right not to consider any bid not suitably endorsed or comprehensively completed as well as the right to accept a bid in whole or part.
2. Brand names MUST be specified in MBD 3.1” attached hereto (Price Schedule document).3. Where deliveries are quoted “ex-stock” the period of delivery must not exceed Five (5) maximum
working days after receipt of order. If this condition is not adhered to, the order could be cancelled.
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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4. Quotations are to be completed in accordance with the conditions as set out in the quotation document and must be sealed and externally endorsed with the quotation number and place in the quotation box indicated above.
5. Payments will be made thirty (30) days after receipt of invoice by Council. 6. Quotations received after the closing date and time will not be considered.7. Samples of the required items or goods are available for your perusal (when applicable.)8. Should the above-mentioned conditions not be adhered to, the quotation will be considered
invalid.9. Quotation to be valid for 30 days.
DECLARATION
I, the undersigned hereby confirm that the information herein is a true reflection of the facts presented, and the person signing this document on behalf of the bidder duly authorised to do so. Should this not be the fact, stipulations regarding this as contained in the EMM’s Policy applies. I accept that the EMM may act against me in terms of paragraph 23 of the general conditions of contract should this declaration prove to be false.
Signing of the quotation in the appropriate space, as well as the initialling of each page and any amendments by the bidder mandatory.
________________________________ _____________________MR K NGEMA SIGNATURE OF BIDDERCITY MANAGEREKURHULENI METROPOLITAN MUNICIPALITY
VERY IMPORTANT NOTICE ON DISQUALIFICATIONS:
A bid not complying with the peremptory requirements stated hereunder will be regarded as not being an “Acceptable bid”, and as such will be rejected.
“Acceptable bid” means any bid which, in all respects, complies with the conditions of bid and specifications as set out in the bid documents, including conditions as specified in the Preferential Procurement Policy Framework Act (Act 5 of 2000) and related legislation as published in Government Gazette number 22549, dated 10 August 2001, in terms of which provision is made for this policy.
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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1. If a VALID ORIGINAL TAX clearance certificate or copy thereof (or in the case of a joint venture, of all the partners in the joint venture) has not been submitted with the bid document on closing date of the bid.
2. If any pages have been removed from the bid document, and have therefore not been submitted, or a copy of the original bid document has been submitted.
3. Failure to complete the schedule of quantities as required, i.e only lump sums provided.4. Scratching out, writing over or painting out rates and or totals without initialling next to the amended rates or information, affecting the evaluation of the bid.5. The use of correction fluid (i.e. tippex) or any erasable ink, e.g. pencil.6. Non-attendance of mandatory/compulsory:
- Site inspections or;- Information/Clarification meetings
7. The Bid has not been properly signed by a party having the authority to do so, according to the example of “Authority for Signatory”
8. If the MBD forms are not completed & submitted, your quotation will be rejected.9. No quotation will be considered from persons in the service of the state (MBD4).10. The bidder attempts to influence, or has in fact influenced the evaluation and/or awarding of
the contract11. The bid has been submitted either in the wrong bid box or after the relevant closing date and
time12. Failure to provide a valid certificate from the Department of Labour, or a declaration (Specific
goals – “Equity ownership”) by a designated employer that it complies with the Employment Equity Act 55 of 1998.
13. If any municipal rates and taxes or municipal service charges owed by the bidder or any of its directors to the municipality, or to any other municipality or municipal entity, are in arrears for
more than three months.14. If any bidder who during the last five years has failed to perform satisfactorily on a previous contract with the municipality, municipal entity or any other organ of state after written notice
was given to that bidder that performance was unsatisfactory.15. The accounting officer must ensure that irrespective of the procurement process followed, no
award may be given to a person –
(a) who is in the service of the state, or;(b) if that person is not a natural person, of which any director, manager, principal
shareholder or stakeholder, is a person in the service of the state; or; who is an advisor or consultant contracted with the municipality in respect of contract that would cause a conflict of interest.
16. Not attaching or submitting of required documentations.17. Price schedule on the advert must be completed even if you submit/attach a separate quotation to the document.18. Price schedule to be completed in full ie: Rates; unit prices; sub-totals; vat if applicable and totals
OCCUPATIONAL HEALTH AND SAFETY INFORMATION FOR QUOTATIONS
THE CONTRACTOR SHALL/MUST SUBMIT THE FOLLOWING TO THE MANAGER OH&S TO OBTAIN A CERTIFICATE OF COMPLIANCE FROM OH&S EKHURHULENI METROPOLITAN MUNICIPALITY BEFORE ANY WORK MAY COMMENCE, only where applicable.
1. Proof of Registration with the Compensation Commissioner. 2. Letter of “Good Standing” with Compensation Commissioner.3. Certified copy of first aid certificate.4. Physical address where contract is taking place (on Company letterhead).5. Detailed description of intended work (on Company letterhead).6. List of all Personal Protective Equipment issued to employees (company letterhead).7. List of ALL employees on site (on company letterhead).
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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8. Detailed Health and Safety Plan (on company letterhead).9. Comprehensive Risk Assessment (Qualification and Contact details of Risk Assessor).10. Public Liability and Commercial Insurance Certificate.11. All related statutory appointments.12. Certificates of relevant Training.
The above list represents the minimum content of a safety file In terms of the Construction Regulations (GNR 1010 of 18 July 2003). OHS Act 85 of 1993.
Contact details: Thibe Ramushu Occupational Health and Safety OfficerKempton Park CCC Kempton Park Civic Centre, Room A218Tel: 011 999 8533Fax: 011 999 8796 Cell: 082 069 1905
NAME OF BIDDERS:........................................................................................
FORM “E”
SPECIFICATION:General
Scope:
The appointment of a contractor for the installation of, medium voltage cable and equipment reticulation projects for Kempton Park Area. The appointment calls for Medium voltage Cables and equipment (i.e. Miniature substation, Bulk Metering Unit etc.) as and when required.
Labour-intensive works comprise the activities described in SANS 1921-5/ Earthworks activities which are to be performed by hand/labour-intensive specification (1) and its associated specification data. Such
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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works shall be constructed using local workers who are temporarily employed in terms of this scope of work.
Bill of Quantity
Bidders are required to complete the bill of quantity IN FULL as. Bidder/s failing to comply on any one item shall not be considered.
Normative references
SANS 1029 : Mini SubSANS1874 : Metal enclosed RMUSANS1885 : Metal clad Electrical SwitchgearSANS 61958 : Voltage presence indicatorsSANS 156 : 2007 MCB’sSANS 62052 : MeteringSANS 10198 : The selection, handling and installation of power cables <33 kVSANS 876 : Cable Terminations – MVSABS 780 : Distribution transformersNRS 076 : Earthing of distribution substation NRS 002 : Graphical symbols For Electrical DiagramsNRS 060 : ClearancesNRS 003-2 : Metal clad SwitchgearNRS 006 : Metal enclosed RMUNRS 012 : Cable Terminations - MVNRS 053 : Cable Accessories - MVNRS 074-1 : LV Systems for UG cablesNRS 003 : Labelling of high voltage equipmentNRS 013:1991 : Medium-voltage cables.
Extent of works
The Works to be carried out by the Contractor under this Contract comprise mainly the following:
Excavation of trenches, backfilling, compaction and re-establishment of site. Taking delivery of cable, cable accessories (free issue items) from a municipal store,
transportation to the installation sites, and laying of Medium Voltage cable. Supply and installation of sleeves. Taking delivery of equipment (e.g. miniature substations, Ring Main Units, Bulk Metering Unit
etc.), from any municipal stores in the Ekurhuleni Metropolitan Municipality area.
Thus this contract then includes (but not limited to):
Transportation Handling Storage (if applicable) also insurance Installation and Commissioning
Provision of barricades with reflective material at night for demarcation of open trenches. The issuing to the Council of a Completion Notice for each phase of the work
(E.g. trench completed and laying of cable). Correction of defects in the Works in accordance with the requirements specified in the Contract
Documents. The Contractor will assume full responsibility for all materials on site which are supplied to him.
The Contractor shall provide adequate security measures to prevent the risk of theft.
The contractor shall take full responsibility for theft or loss of materials supplied to him, and shall ensure that adequate insurance is in place to cover this risk. The contractor to submit necessary all
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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risk cover to council prior to commencement of work. The Contractor shall, at his own expense, be responsible for safely and hygienically dealing with and disposing of all human excrement and similar matters generated on the Site during the course of the Contract, to the satisfaction of the responsible health authorities in the area of the Site. All such excrement shall be removed from the Site and shall not be disposed by the Contractor on the Site.
This description of the Works is not necessarily complete and shall not limit the work to be carried out by the Contractor under this Contract.
Design
The Council will be responsible for each project design and will supply cable route drawings and way-leaves.
Council’s design
The Council's plans will be given to the Contractor upon commencement of the contract.
Contractor's design
The Contractor is not required to carry out any design work except when requested by Planning Engineer responsible for that particular project within the contract.
Drawings
The Contractor shall use only the dimensions stated in figures on the Drawings in setting out the Works, and dimensions shall not be scaled from the Drawings. The Contractor will, on the request, in accordance with the provisions of the Conditions of Contract, provide such dimensions as may have been omitted from the Drawings.
The Contractor shall ensure that accurate as-built records are kept of all infrastructure installed or relocated during the contract. The position of sleeves, cable joints, cables, plinths and all other infrastructure shall be clearly recorded on plan.
A marked-up set of drawings shall also be kept and updated by the Contractor. This information shall be supplied to the Council on a regular basis.
All information in possession of the Contractor, required by the Council to complete the as-built/record drawings, must be submitted to the Council before a Taking-Over Notice will be issued.
The Council reserves the right to issue amended and/or additional drawings during the Contract.
Close proximity of electrical energized equipment
Only competent personnel, as defined in the Occupational Health and Safety Act, may be used for jointing cables which are in close proximity of electrically energized equipment. This work must be carried out in compliance with the relevant section of the Occupational Health and Safety Act and the Ekurhuleni General Instructions. For the appointment by EMM to act as a competent person see section C3.4.6 of this document.
Jointing and terminating must be carried out strictly in accordance with the “jointing and terminating instructions” issued by the material manufacturer and the Municipality’s specific requirements.
The contractor must ensure that the cable tests clear before making any joints in the event of any possible further cable faults. The additional fault/faults must first be located before jointing is carried out.
Requirements for Jointing and terminating of cables
Contractor to provide prove of qualifications and experience of all jointers.
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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To work on the EMM electrical distribution network as part of this contact verification of the contractor’s experience and training is needed by EMM to grant authorisation to work on the network.
Procurement of materials
The contractor(s) may also be requested to provide any required material detailing to the specific completion of the project according to the Municipality’s specifications and requirements, in terms of the Standard Procurement Policy, if required by the Municipality.
Costing for such material must be market related and all invoices submitted for material supplied, must be submitted separately and must be certified for payment by the Chief Area Engineer: Energy Department or his authorised representative.
In the event of any dispute arising from whether such pricing is market related or not, three quotations will be called for the same material from three different suppliers and the cheapest of the three will be accepted by the contractor and Ekurhuleni as the market related value.
Before any material is procured by the contractor an official instruction must be issued to the contractor for that specific item. The instruction must stipulate the description, type, quantity, unit price and expected delivery.
The stores where the contractor has to collect materials and/or equipment to be supplied by the Council are located at different localities and will be supplied by the Engineer in charge of the project.
General Technical details and requirements
System Detail
Description ValueSystem Voltage MV kV 11/6.6System Voltage LV V 400 / 230System Frequency Hz 50System Phases 3System Power factor Above 0.8Altitude Meter above sea level M 1800Minimum / Maximum ambient Temperature °C -4 / 40Average Humidity % 55 to 75Pollution (Lighting and Mine Dust) SevereSystem Fault level (reticulation) kA 20 (Typical)Lightning Impulse level required for equipment. kV 85Rated r.m.s short duration power frequency withstand voltage kV 28
Miniature substations
GeneralThis contract calls for the following activities: Take delivery Transportation Storage (where applicable) Security/insurance Installation Prepare for testing (testing done by EMM personnel)
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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Earthing of miniature substation and other outdoor electrical installations Where called upon to provide earthing to a miniature substation transformer, the miniature substation shall be earthed by means of earth rods in addition to any trench earth present.
The earth rods and method of installation shall comply with the following requirements:
i. The earth rods shall be copper clad steel or stainless steel.ii. Copper clad earth rods shall comprise one piece, 16mm nominal diameter, 1,2m long copper
welded rods made by the molten welding process with a steel core covered by a thick layer of copper thoroughly welded thereto so that an interlocking crystalline union bonds the two metals.
iii. The copper coating shall be continuous over the cylindrical portion of the rods except that the ends need not be covered with copper. The thickness of the copper on the cylindrical portion of the rod shall average not less than 0,5mm. The rod when broken by successive bending shall show no seam, pits, slithers or separation of the copper from the steel.
iv. The electrodes shall be supplied complete with a driving bolt for protecting the ends of the coupling whilst the electrode is being driven into the ground.
v. The rod driving technique shall follow accepted good practice eliminating excessive vibration and whipping.
As a provisional requirement, 6 pegs 2,2m deep (1 meter trench + 1.2m peg, 3 pegs on either side of the minisub, spaced 5m from each other, shall be installed at the minisub. They shall be installed as soon as the MV-trench is completed. Before the trench is backfilled, the earth resistivity shall be measured, and extra pegs shall be installed 5m apart until the required earthing resistance reading of 2 Ω or less is reached.
No payment will be made for extra excavations due to pegs having to be installed after closing of the trench.
The top end of these pegs shall be min 800mm below ground level, and connected to the minisub earth bar by means of dedicated 70mm² stranded bare copper earth wires
Connection at the rod shall be by means of the “Cadweld” process or by brazing.
The neutral busbar of the minisub shall be bonded to the minisub earth bar by means of 70mm² stranded copper.
The Contractor shall conduct an earth resistivity test at the minisub location where representatives of the Local Supply Authority and the consulting engineers are present upon completion of all earthing. This shall be arranged at least 3 days in advance.
This reading should not exceed 2, 0 Ω average measured by way of the 20 - 40m method on either side of the minisub.
Trenching
This contract calls for the following activities:
General
Site establishment. Liaison with land owners and people to be affected by this contract/project. Excavation of the trenches. Ensure safety at all times where open trenches exist. Importing bedding material where applicable. Back fill and compacting to satisfaction of EMM engineer. Re-establishment of the landscape and removal of all rubble and excess soil.
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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All trenching and excavations form part of this contract. Excavation of trenches shall be mainly by manual means especially in the vicinity of other services and cable. .
Trench dimensions: Trenches for MV cables shall be 450mm wide and 1000mm deep;
For any deviation from these depths, written permission shall be obtained from the Engineer before backfilling commences.
Trenching methods Should large rocky or difficult areas be encountered, jackhammers or explosives may be utilised, as necessary. Due care and attention shall be given to the correct use of such methods to ensure the minimum danger to people and surrounding property. If explosives are to be used, the Engineer shall be notified at least 3 days in advance.
MeasurementMeasurement of trenching executed shall be based on a linear metre measurement only. However, in the event of an exceptionally large excavation being necessary, the linear metre measurement will be replaced by a cubic metre measurement, and shall be decided upon by the EMM Engineer or his representative.
Cleaning and housekeepingAll excess large stones and rocks are to be removed and transported from the site, and dumped at a location to be indicated, which will be within a distance from the excavation site as stated in the Bill of Quantities.
Cable markersCable marker tape is to be supplied and laid with all medium voltage cables as part of this contract at a depth of 300mm below the surface. Cable marking tape shall be of yellow polyester material, 90mm wide, 0.25 mm thick, with a minimum tensile strength of 350N/100mM² longitudinally and 500N/100mm² laterally. Embossing referring to the presence of cables is required.
Cable markers are to be supplied and placed along all MV cable routes at an approximate spacing of 150m, and, in any event, at all deviations in route, and at all MV joints. These shall be clearly marked to indicate a joint, route change or straight run. All road crossings shall also be marked with a cable marker.
Safety and damage and inconvenienceContractors are to take note of and comply with the provisions of the Occupational Health and Safety Act: 1993 regarding excavations. Refer to the Safety Specification accompanying this document, and make proper allowance to comply with all its provisions.Excavations, cable laying and backfilling operations shall be programmed to minimise damage and inconvenience to people due to open trenches, holes, dumped soil and stones.
The amount of trenching to be carried out on a day shall be carefully assessed taking the availability of cable and workforce into account. No cable trenches may be open for more than two consecutive days.
It is a requirement of this contract that written notice to occupants of properties where the entrance needs to be closed off for excavations for cables be given at least two working days in advance after arranging suitable times for such closures that will cause the least inconvenience to the people affected. Any such excavation must be backfilled to a trafficable condition before 17h00 on the day that it was opened.
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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Furthermore, all vehicle access driveways shall be closed as soon as possible. Where necessary, temporary bridges shall be placed over open trenches, where vehicles have to cross whilst the trench is open.
It is a prime requirement of this contract that all open trenches be barricaded with plastic warning mesh/tape at all times to alert people of the danger. At night these measures shall be visible enough. These trenches shall be patrolled at night by watchmen were necessary, deploying at least one person per 100m of open trench.
The Contractor’s insurance on this contract shall, apart from other requirements, specifically cover the risks attached to excavations and open trenches.
Backfilling
All backfilling for trenches along sidewalks (pedestrian areas) shall be done in layers of 250mm, each layer dampened and compacted mechanically.
All backfilling for trenches along trafficable areas (roads and property entrances) shall be done using stabilised material in layers of 250mm, each layer dampened and compacted mechanically. A soil lab test shall be furnished for excavations at road crossings to prove compliance with this requirement.
Trenches accommodating medium voltage or main low voltage or service cables are to be initially backfilled with a layer of selected backfill covering the cables to a depth of 200mm, of which 75mm shall be below the cables. The remaining backfill is to be the previously excavated material.
Cross Cuts
Where specified Contractor must make cross cuts to establish the existence of existing services. Any damage to existing services must be repaired by the contractor and at his cost, and shall be repaired with 2 working days on non life threatening or be repaired immediately on a life threatening situations.
Survey of cable routes
The cables might have to be installed along routes where roads do not always exist, or where its precise location cannot be referenced from fixed features visible on site. In certain locations cable routes are in servitudes that may not be marked.
The contractor might be requested to acquire the services of a professional land surveyor. Following is
the requirements for such service:
Be a registered professional land surveyor in terms of the Professional Land Surveyor and Technical Surveyors Act 1984
Obtain from the Ekurhuleni Metropolitan Municipality or such other sources as may be available, all relevant information on the current location of roads and servitudes (including the latest data on widening of roads) required to accurately peg all the cable routes as required for this contract.
Place a 12mm diameter steel peg 300mm long protruding 100mm above the surface with a white 20mm diameter conduit marker 500mm long over it filled with sand (for visibility to pedestrians, vehicle drivers etc) at least at 50m intervals on straight routes and at all deviations, at a standard off-set of 1,0m from the centre line of the cable route towards the road centre, which cable route shall be a standard distance from the stand boundary (to be advised upon commencement of contract works)
Peg the boundaries of any new servitudes required for the purposes of this contract and furnish servitude diagrams to the Ekurhuleni Metropolitan Municipality who will arrange for the servitudes to be registered
All environmental issue identified during this process must be immediately reported to the engineer responsible for the Project
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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Works planning and site meetings
A detailed programme is to be prepared by the contractor, setting out the amount of cable to be laid per project.
Site meetings will be held at such intervals as necessary, for liaison between all parties concerned and for verification of the progress made. The Contractor will be required to attend these meetings.A set of drawings indicating the water, sewer and storm water reticulation routes as well as other services will be made available on request after the contractor has been appointed, to enable him to take appropriate precautions against damaging same.
Safety of personnel
It must be stressed that this contract may involve work within close proximity of possible live high voltage equipment. Correct safety procedures must be adhered to at all times and work must be carried out under control and supervision of an experienced responsible person as detailed in the Occupational Health and Safety Act, 1993.
The name(s) of the appointed (by the contractor) competent person(s) must be submitted for scrutiny to the EMM engineer with all his or her qualifications and experience. This is for scrutiny by the EMM engineer and appointment by EMM to work in close proximity of live electrical equipment.
Due to constant vehicle and pedestrian activity, the following warning signs will be required for the
safety aspect of the project:
Man at Work Sign boards. 750mm Orange plastic Cones. Road narrow to one side sign boards (where applicable) Sign boards with company detail, contact number and the relevant electrical dept details
involved within the project.
Way leaves
EMM responsible for the issuing of Way-Leaves
It is an explicit condition of this contract that all stipulations contained in the way-leaves are to be meticulously followed. The Contractor will be responsible for any claims raised as a result of non-compliance with a stipulation in a way-leave, and indemnifies the Council against any claim in this regard.
The contractor shall not proceed with any excavations in an area until he is in possession of the way-leave covering that area.
Handing over procedure
Before presenting the works for handover, the contractor shall hand over the following:
A marked-up plan showing the exact cable routes followed and exact location of all joints, along with off-set distances from boundaries or other visible fixed features.
Earth resistivity test results, where this has been ordered
Community involvement
As this project is a labour intensive, especially in the low income area of the Municipality, the Contractor shall familiarise himself with the existing Community Leaders and Ward Councillors where the project is to be executed, prior to the commencement thereof. Arrangements for Local labour assistance shall only be negotiated with the relevant consent and assistance of the above mentioned.
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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MV Cables
Cables
This specification calls for the loading of cable and material at the various municipal stores All cables are to be transported, stored, handled and laid in accordance with the manufacturer’s
recommendations. Suitable cable drum handling vehicles, lifting apparatus and unreeling equipment is to be provided and utilised in the execution of these works.
Cable trench rollers of sufficient quantity are to be used for the laying of the medium voltage and main low voltage cables. Cables shall not be dragged along the ground to avoid damage to the outer sheath.
Cognisance must be taken of the cable manufacturer’s recommended minimum bending radius and no cable may be bent beyond this limit.
Contractor to provide EMM with list of personnel to be in charge of the laying of cable and their respective experience.
All switching, spiking and phasing of cables will be done by the EMM personnel (relevant to that particular project).
MV Cable terminations, joints and seals
MV cables shall be terminated using termination kits supplied by the Ekurhuleni Metropolitan Municipality, which will be air insulated dry type terminations.
MV cables shall be jointed using the joint kits supplied by the Ekurhuleni Metropolitan Municipality.
The contractor shall supply such small termination materials that are not included in the termination or joint kits, such as crimping ferrules, yellow passivated steel nuts, bolts and washers.
MV cables shall be phased out before terminating onto the terminals of MV switchgear.
All MV joints shall be labelled by means of a plastic or non-corrosive metallic tag which shall be wrapped and secured around the cable at the location of the joint. The identification label shall clearly state the Contractor’s name, the jointer’s initials and the date the joint was made. This shall be left visible for the Engineer to inspect and approve.
The cores of the cables shall be jointed number to number or colour to colour. Phase conductors shall be terminated to correspond with the associated switchgear phase labelling as directed by the Engineer.
The direction of laying cable shall be such that jointing of the cables, colour to colour, is facilitated to eliminate cross-over of cable cores within the joint.
Where it is for any reason necessary to cut an MV cable, both ends are to be capped immediately with a waterproof heat-shrink boot, which the contractor shall supply.
Jointing shall not be carried out during inclement weather. Where unexpected rain is imminent when a jointing operation is incomplete, the joint bay shall be adequately covered by tents of waterproof material suitably supported. Where necessary a trench shall be excavated around the bays to prevent the ingress of moisture.
The earth continuity conductor bridging the armouring at the joint shall be adequate to carry the prospective earth faults and shall not be less than 70mm² cross sectional area.
Joints shall not impair the anti-electrolysis characteristics of the cables. The insulation between the various parts of the cable shall be preserved intact at joints. In view of the possibility of electrolysis damage, the entire joint shall be fully insulated from earth, to the same level as the insulation to earth of the cable armouring, by methods approved by the Engineer.
The Contractor will be required to furnish proof that his cable terminating/jointing staff is competent in the execution of this work.
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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Installation of cables
The unit rate (per metre) for the installation of cables includes the installation of the cable (per three cores for single core cables) and the earth wire (where applicable), the handling thereof in the excavations, pipes, sleeves or channels as well as the straightening of the cables.The cost to draw up the route plans for the cables must be included in the unit rates for the installation of cables for scrutiny prior doing any work.
Operational Procedures and Policies
Test joint:
It could be required from the contractor to make a test joint at his own cost before he will be allowed to perform cable joints.
Should a test joint be required, the contractor must supply the material for the joint.
Labels
The contractor shall be responsible for labelling the MV cable in the Minisub to and from the dedicated BMU/RMU/mini
Experience
The contractor shall with this bid submit the referral letter of works performed in the local authority of similar nature as signed by the Employer/or his nominee.The letter shall indicate the nature of work performed and cost of works quoting relevant order or contract numbers. The works shall not be older than 12 months. FAILURE TO SUBMIT SHALL RENDER THE SUBMISSION NON-RESPONSIVE
Health and safety
This Health and Safety Specification is provided in terms of the requirements of the Occupational Health and Safety Act, Act No. 85 of 1993 – Construction Regulations. The Contractor shall comply with this act and also the Occupational Health and Safety Manual for Construction Sites - BIFSA.
The Contractor must also have a full time accredited safety officer in his employment to supervise safety during working activities. In addition the following items must take place:
The requirements of the Occupational Health and safety Act 85 of 1993 (and all regulations made there under) and the Construction regulations of 2014, is to be explained to all contractors during the site hand-over meeting to the appointed contractor.
Minutes of this meeting is to be filed in the project safety file.
The successful contractor must submit a Health and Safety plan that must be approved and signed by the Project Manager.
The Contractor shall submit with his tender proof of adherence to the Compensation for Occupational Injury and Diseases Act. FAILURE TO SUBMIT SHALL RENDER THE SUBMISSION NON-RESPONSIVE
The contractor shall have a Project Health and Safety Specification file on site at all times. This file shall contain the following minimum requirements:
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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o A list of all employees’ names on site, with their specific duties. Workers such as crane operators, steel erectors, material handlers etc. shall be appointed internally in writing for their specific duties.
o Legal documents such as the OHS act
o Construction Regulation Requirements
o Practical Health and Safety plan from the contractor
o Minutes of Safety meetings
o Risk Assessments (Daily Risk Assessment that has to be signed
o List of observed / identified risks in general
o Appointments of the Supervisor and Safety Representative
The Contractor shall submit with his Bid an Approval letter of the safety file as issued by EMM. FAILURE TO SUBMIT SHALL RENDER THE SUBMISSION NON-RESPONSIVE
Safety meetings shall be held at least once a month.
The Contractor acknowledges that he is fully aware of the requirements of all of the above and undertakes to employ people who have been duly authorized in terms thereof and who have received sufficient safety training to ensure that they can comply therewith.
The Contractor undertakes not to do, or not to allow anything to be done which will contravene any of the provisions of the Act, Regulations or Safety and Operating Procedures
The Contractor shall ensure that a team member of the Contractor is authorized as a Responsible Person in terms of the ORHVS. This includes the completion of all the pre-authorization training required for ORHVS Responsible Person (at the Contractor’s expense). The Responsible Person shall supervise the works at all times and be available to take permits where necessary.
EMM may, at any stage during the currency of this agreement, be entitled to:
o Perform safety audits at the Contractor’s premises, its work-places and on its employees;
o Refuse any employee, sub-contractor or agent of the Contractor access to its premises if such person has been found to commit any unlawful act or any unsafe working practice or is found to be not authorized or qualified in terms of the Act
o Issue the Contractor with a work stop order or a compliance order should they become aware of any unsafe working procedures or conditions or any non-compliance with the Act, Regulations and Procedures referred to above by the Contractor or any of its employees, sub-contractors or agents.
o No extension of time will be allowed as a result of any action taken by EMM in terms of the above and the Contractor shall have no claim against EMM as a result thereof.
An authorized EMM representative will be on site for regular site visits to monitor the Contractor’s implementation of health, safety and quality Standards.
The Contractor shall be responsible for all expenses incurred to ensure adherence to Health and Safety Regulations as stipulated above which includes but is not restricted to ORHVS training courses, etc.
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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The Contractor shall use a Fall Arrest System (FAS) as defined in the Construction Regulations whenever a risk of falling exists.
The Contractor shall be responsible for ensuring that all equipment supplied and used and all work carried out under this contract shall be in accordance with the Occupational Health and Safety Act (Act 85 of 1993) and regulations remaining in force, as may be amended from time to time.
In addition, the Contractor shall comply with other Safety application provisions of Government, Provincial, Municipal Safety Laws, Building, Construction and Electricity Regulations.
The Contractor shall accept full responsibility for the means, methods, sequence or procedures of construction, for safety precautions or programs, incidental to the work of the contractor.
The Contractor is required to submit a working methodology statement with regards to the Safety Standards while working within hazardous areas such as live substations or in close proximity of energized apparatus.
The Contractor shall indemnify the employer and the Engineer against responsibility for safety on the site of the works.
The Contractor shall enter into an agreement to complete the work required for the construction of the works in accordance with the provisions of all pertinent legislation and in particular with the provisions of the Occupational Health and Safety Act (Act 85 of 1993) and the regulations promulgated there under.
Reference of the Safety Methodology Statement can be found in the Government Occupational Health and Safety Act (Act 85 of 1993) and Construction Regulations Document, which is available publicly
The safety of the Contractors personnel and employees acquire precedence over the construction works.
MBD 2
TAX CLEARANCE REQUIREMENTS
IT IS A CONDITION OF BIDDING THAT –
1. The taxes of the successful bidder must be in order, or that satisfactory BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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arrangements have been made with the Receiver of Revenue to meet his / her tax obligations.
2. The attached form “Application for Tax Clearance Certificate (in respect of bidders) must be completed in all respects and submitted to the Receiver of Revenue where the bidder is registered for tax purposes. The Receiver of Revenue will then furnish the bidder with a Tax Clearance Certificate that will be valid for a period of twelve (12) months from date of issue. This Tax Clearance Certificate must be submitted in the original or copy thereof; together with the bid. Failure to submit the original and valid Tax Clearance Certificate may invalidate the bid.
3. In bids where Consortia / Joint Ventures / Sub-contractors are involved each party must submit a separate Tax Clearance Certificate. Copies of the Application for Tax Clearance Certificates are available at any Receiver’s Office.
MBD2/ Application for tax Certificate.
APPLIICATION FOR TAX CLEARANCE CERTIFICATE(IN RESPECT OF BIDDERS)
1. Name of taxpayer / bidder:........................................................................................
2. Trade name: ...................................................................................................................
3. Identification number:
4 Company / Close Corporation registration number
5. Income tax reference numberBIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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6. VAT registration number (if applicable)
7. PAYE employer’s registration number (if applicable)
Signature of contact person requiring Tax Clearance Certificate: ............................................
Name: ......................................................................................................
Telephone number:…………………………………….
Address: ......................................................................................................
......................................................................................................
..................................................................................................... Code:…………………
DATE: 20_____ / ______ / ______
PLEASE NOTE THAT THE COMMISSIONER FOR THE SOUTH AFRICAN REVENUE SERVICE (SARS) WILL NOT EXERCISE HIS DISCRETIONARY POWERS INFAVOUR OF ANY PERSON WITH REGARD TO ANY INTEREST, PENALTIES AND / OR ADDITIONAL TAX LEVIABLE DUE TO THE LATE- OR UNDERPAYMENT OF TAXES,DUTIES OR LEVIES OR THE RENDITION RETURNS BY ANY PERSON AS A RESULT OF ANY SYSTEM NOT BEING YEAR 2000 COMPLIANT.
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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MBD 3.1
PRICING SCHEDULE – FIRM PRICES(PURCHASES)
NOTE: ONLY FIRM PRICES WILL BE ACCEPTED. NON-FIRM PRICES (INCLUDING PRICES SUBJECT TO RATES OF EXCHANGE VARIATIONS) WILL NOT BE CONSIDERED IN CASES WHERE DIFFERENT DELIVERY POINTS INFLUENCE THE PRICING, A SEPARATE PRICING SCHEDULE MUST BE SUBMITTED FOR EACH DELIVERY POINT
Name of bidder……………………………………………………………………..
OFFER TO BE VALID FOR 60 DAYS FROM THE CLOSING DATE OF BID.
Bill of Quantity
Trenching
Note: The rate for trenching and excavation shall include all shoring necessary for support and all pumping necessary to remove water from the trenches and excavations.
Item Description Per/Unit Material rate Labour Rate1. Trenches in pickable/Rocky soil
1100mm deep x 600mm wide for Medium voltage cable (i.e. 70mm up to 185mm sq PILC/XLPE Cu cable).
m³
2. Backfilling of trench and re-instate of trench surface m³
3. Supply and install orange plastic warning sheet in trench 500mm below ground level.
m
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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4. Supply and install 110mmᴓ X 6m sleeves
each
5. Install Miniature Type B /RMU/BMU Item
6. Install Miniature Type B/RMU/BMU Plinth
Item
7.Load and transport the rumbles to nearest dumping site. m³
8. Provision for cross cuts m³
Sub-total 1 ( Exl VAT) to be carried out to summary
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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9.2 Road crossing
Note: Trenching through Tar Surface and Repair to original quality.
Item Description Per/Unit Labour Rate
1. Cutting of the Tarm
2. Reinstate and Repair Tar/Pavement/Walk ways to its original state. m
3. Directional drilling- for 110mm & 160mm diameterm
4. Cleaning and levelling the site m
Sub-total 2 ( Exl VAT) to be carried out to summary
9.3 Cables and TestsNote: Test shall include all necessary tests that has to be carried out before commissioning (I.e. Earth test, pressure test.etc)
Item Description Per/Unit Labour Rate
1. Transport cable from the EMM stores Medium voltage cable (i.e. 70mm up to 185mm sq PILC/XLPE Cu cable).
item
2. Handling and Storage item
3. Utilizing of the crane Truck hour
4. Install Cable in trenches m
5. Terminate the Medium cable (i.e. 70mm up to 185mm sq PILC/XLPE Cu cable). item
6. Joint the Medium cable (i.e. 70mm up to 185mm sq PILC/XLPE Cu cable).
item
7. Install Bare Stranded conductor including all lugs and all related item m
8. Tests and Commission the installation item
Sub-total 3 (Exl VAT) to be carried out to summary
9.4 Summary of TotalsBIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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1. Sub-total 1 ( Exl VAT)
2. Sub-total 2 ( Exl VAT) 3. Sub-total 3( Exl VAT)
Sub Total Excluding Vat
Vat 14%
Bid Total including Vat
- Does the offer comply with the specification(s)? *YES/NO
- If not to specification, indicate deviation(s) ………………………………….
- Period required for delivery …………………………………………..…………..
- Name of Authorised Person:……………………………………………
-Signature:……………………………………………………… Date....................................................................
-Witness:………………………………………………………
Note: All delivery costs must be included in the bid price, for delivery at the prescribed destination.** “all applicable taxes” includes value- added tax, pay as you earn, income tax, unemploymentinsurance fund contributions and skills development levies.
MBD 4DECLARATION OF INTEREST
1. No bid will be accepted from persons in the service of the state¹.
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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2. Any person, having a kinship with persons in the service of the state, including a blood relationship, may make an offer or offers in terms of this invitation to bid. In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons connected with or related to persons in service of the state, it is required that the bidder or their authorised representative declare their position in relation to the evaluating/adjudicating authority.
3 In order to give effect to the above, the following questionnaire must be completed and submitted with the bid.
3.1 Full Name of Owner of the Bidding Entity: ……..…………………………………
3.2 Identity Number if applicable: ……………………………………………………….
3.3 Position occupied in the Company (director, trustee, shareholder²): ……………
3.4 Company Registration Number: …………………………………………………….
3.5 Tax Reference Number:………………………………………………………………
3.6 VAT Registration Number: …………………………………………………………
¹MSCM Regulations: “in the service of the state” means to be –(a) a member of –
(i) any municipal council;(ii) any provincial legislature; or(iii) the national Assembly or the national Council of provinces;
(b) a member of the board of directors of any municipal entity;(c) an official of any municipality or municipal entity;(d) an employee of any national or provincial department, national or provincial public
entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act No.1 of 1999);
(e) a member of the accounting authority of any national or provincial public entity; or(f) an employee of Parliament or a provincial legislature.
² Shareholder” means a person who owns shares in the company and is actively involved in the management of the company or business and exercises control over the company.
3.7 The names of all directors / trustees / shareholders members, their individual identity numbers and state employee numbers must be indicated in paragraph 4 below.
3.8 Are you presently in the service of the state? (Tick applicable box)
3.8.1 If yes, furnish particulars. ….………………………………………………………………………………………………………………………………..
3.9 Have you been in the service of the state for the past twelve months? (Tick applicable box)
3.9.1 If yes, furnish particulars.………………………...………..
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
YES NO
YES NO
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………………………………………………………………………………
3.10 Do you have any relationship (close family member, partner or associate) with persons in the service of the state and who may be involved with the evaluation and or adjudication of this bid? (Tick applicable box)
3.10.1 If yes, furnish particulars.………………………………………………………………………………
………………………………………………………………………………
3.11 Are you aware of any relationship (close family member, partner or associate) between any other bidder and any persons in the service of the state who may be involved with the evaluation and or adjudication of this bid? (Tick applicable box)
3.11.1 If yes, furnish particulars………………………………………………………………………………
……………………………….……...........................................................
3.12 Are any of the company’s directors, trustees, managers, principle shareholders or stakeholders in service of the state?
(Tick applicable box)
3.12.1 If yes, furnish particulars.……………………………………………………………………………….
……………………………………………………………………………….
3.13 Are any spouse, child or parent of the company’s directors trustees, managers, principle shareholders or stakeholders
in service of the state? (Tick applicable box)
3.13.1 If yes, furnish particulars.……………………………………………………………………………….
……………………………………………………………………………….
3.14 Do you or any of the directors, trustees, managers, principle shareholders, or stakeholders of this companyhave any interest in any other related companies or business whether or not they are bidding for this contract. (Tick applicable box)3.14.1 If yes, furnish particulars:
……………………………………………………………………………..
……………………………………………………………………………..
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
YES NO
YES NO
YES NO
YES NO
YES NO
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4. Full details of directors / trustees / members / shareholders.
Full Name Identity Number State Employee Number
CERTIFICATION
I, THE UNDERSIGNED (NAME) ………………………………………………………………………………
CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM IS CORRECT.
I ACCEPT THAT THE STATE AND/OR THE EMM MAY ACT AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.
………………………………….. …………………………………….. Signature Date
…………………………………. ……………………………………… Capacity Name of Bidding Entity
MBD 6.1
PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2011
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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This preference form must form part of all bids invited. It contains general information and serves as a claim form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) Status Level of Contribution
NB: BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL CONDITIONS,
DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF B-BBEE, AS PRESCRIBED IN THE PREFERENTIAL PROCUREMENT REGULATIONS, 2011.
_________________________________________________________________________________
1. GENERAL CONDITIONS
1.1 The following preference point systems are applicable to all bids
- the 80/20 system for requirements with a Rand value of up to R1 000 000 (all applicable taxes included); and
- the 90/10 system for requirements with a Rand value above R1 000 000 (all applicable taxes included).
1.2 The value of this bid is estimated to exceed/not exceed R1 000 000 (all applicable taxes included) and therefore the 80/20 system shall be applicable.
1.3 Preference points for this bid shall be awarded for:
(a) Price; and(b) B-BBEE Status Level of Contribution.
1.3.1 The maximum points for this bid are allocated as follows:
POINTS
1.3.1.1 PRICE 80
2.3.1.2 B-BBEE STATUS LEVEL OF CONTRIBUTION 20
Total points for Price and B-BBEE must not exceed 100
1.4 Failure on the part of a bidder to fill in and/or to sign this form and submit a B-BBEE Verification Certificate from a Verification Agency accredited by the South African
Accreditation System (SANAS or a Registered Auditor approved by the Independent Regulatory Board of Auditors (IRBA) or an Accounting Officer as contemplated in the Close Corporation Act (CCA) together with the bid, will be interpreted to mean that preference points for B-BBEE status level of contribution are not claimed.
1.5. The purchaser reserves the right to require of a bidder, either before a bid is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by the purchaser.
2. DEFINITIONS
2..1 “all applicable taxes” includes value-added tax, pay as you earn, income tax, unemployment insurance fund contributions and skills development levies;
2.2 “B-BBEE” means broad-based black economic empowerment as defined in section 1 of the Broad-Based Black Economic Empowerment Act;
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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2.3 “B-BBEE status level of contributor” means the B-BBEE status received by a measured entity based on its overall performance using the relevant scorecard contained in the Codes of Good Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act;
2.4 “bid” means a written offer in a prescribed or stipulated form in response to an invitation by an organ of state for the provision of services, works or goods, through price quotations, advertised competitive bidding processes or proposals;
2.5 “Broad-Based Black Economic Empowerment Act” means the Broad-Based Black Economic Empowerment Act, 2003 (Act No. 53 of 2003);
2.6 “comparative price” means the price after the factors of a non-firm price and all unconditional discounts that can be utilized have been taken into consideration;
2.7 “consortium or joint venture” means an association of persons for the purpose of combining Their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract;
2.8 “contract” means the agreement that results from the acceptance of a bid by an organ of state;
2.9 “EME” means any enterprise with an annual total revenue of R5 million or less .
2.10 “Firm price” means the price that is only subject to adjustments in accordance with the actual increase or decrease resulting from the change, imposition, or abolition of customs or excise duty and any other duty,levy, or tax, which, in terms of the law or regulation, is binding on the contractor and demonstrably has an influence on the price of any supplies, or the rendering costs of any service, for the execution of the contract;
2.11 “functionality” means the measurement according to predetermined norms, as set out in the bid documents, of a service or commodity that is designed to be practical and useful, working o operating, taking into account, among other factors, the quality, reliability, viability and durability of a service and the technical capacity and ability of a bidder;
2.12 “non-firm prices” means all prices other than “firm” prices;
2.13 “person” includes a juristic person;
2.14 “rand value” means the total estimated value of a contract in South African currency, calculated at the time of bid invitations, and includes all applicable taxes and excise duties;
2.15 “sub-contract” means the primary contractor’s assigning, leasing, making out work to, or employing, another person to support such primary contractor in the execution of part of a project in terms of the contract;
2.16 “total revenue” bears the same meaning assigned to this expression in the Codes of GoodPractice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act and promulgated in the Government Gazette on 9 February 2007;
2.17 “trust” means the arrangement through which the property of one person is made over orbequeathed to a trustee to administer such property for the benefit of another person; and
2.18 “trustee” means any person, including the founder of a trust, to whom property is bequeathed in order for such property to be administered for the benefit of another person.
3. ADJUDICATION USING A POINT SYSTEMBIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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3.1 The bidder obtaining the highest number of total points will be awarded the contract.
3.2 Preference points shall be calculated after prices have been brought to a comparative basis taking into account all factors of non-firm prices and all unconditional discounts;.
3.3 Points scored must be rounded off to the nearest 2 decimal places.
3.4 In the event that two or more bids have scored equal total points, the successful bidmust be the one scoring the highest number of preference points for B-BBEE.
3.5 However, when functionality is part of the evaluation process and two or more bids havescored equal points including equal preference points for B-BBEE, the successful bid mustbe the one scoring the highest score for functionality.
3.6 Should two or more bids be equal in all respects, the award shall be decided by thedrawing of lots.
4. POINTS AWARDED FOR PRICE
4.1 THE 80/20 OR 90/10 PREFERENCE POINT SYSTEMS
A maximum of 80 or 90 points is allocated for price on the following basis:
80/20 or 90/10
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. Points awarded for B-BBEE Status Level of Contribution
5.1 In terms of Regulation 5 (2) and 6 (2) of the Preferential Procurement Regulations, preference points must be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table below:
B-BBEE Status Level of
Number of points(90/10 system)
Number of points(80/20 system)
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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Contributor
1 10 202 9 183 8 164 5 125 4 86 3 67 2 48 1 2
Non-compliant contributor
0 0
5.2 Bidders who qualify as EMEs in terms of the B-BBEE Act must submit a certificate issued by an Accounting Officer as contemplated in the CCA or a Verification Agency accredited by SANAS or a Registered Auditor. Registered auditors do not need to meet the prerequisite for IRBA’s approval for the purpose of conducting verification and issuing EMEs with B-BBEE Status Level Certificates.
5.3 Bidders other than EMEs must submit their original and valid B-BBEE status level verification certificate or a certified copy thereof, substantiating their B-BBEE rating issued by a Registered Auditor approved by IRBA or a Verification Agency accredited by SANAS.
5.4 A trust, consortium or joint venture, will qualify for points for their B-BBEE status level as a legal entity, provided that the entity submits their B-BBEE status level certificate.
5.5 A trust, consortium or joint venture will qualify for points for their B-BBEE status level as an unincorporated entity, provided that the entity submits their consolidated B-BBEE scorecard as if they were a group structure and that such a consolidated B-BBEE scorecard is prepared for every separate bid.
5.6 Tertiary institutions and public entities will be required to submit their B-BBEE status level certificates in terms of the specialized scorecard contained in the B-BBEE Codes of Good Practice.
5.7 A person will not be awarded points for B-BBEE status level if it is indicated in the bid documents that such a bidder intends sub-contracting more than 25% of the value of the contract to any other enterprise that does not qualify for at least the points that such a bidder qualifies for, unless the intended subcontractor is an EME that has the capability and ability to execute the sub-contract.
5.8 A person awarded a contract may not sub-contract more than 25% of the value of the contract to any other enterprise that does not have an equal or higher B-BBEE status level than the person concerned, unless the contract is sub-contracted to an EME that has the capability and ability to execute the sub-contract.
6. BID DECLARATION
6.1 Bidders who claim points in respect of B-BBEE Status Level of Contribution must complete the following:
7. B-BBEE STATUS LEVEL OF CONTRIBUTION CLAIMED IN TERMS OF PARAGRAPHS 1.3.1.2 AND 5.1
7.1 B-BBEE Status Level of Contribution: (maximum of 10 or 20 points)
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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(Points claimed in respect of paragraph 7.1 must be in accordance with the table reflected in paragraph 5.1 and must be substantiated by means of a B-BBEE certificate issued by a Verification Agency accredited by SANAS or a Registered Auditor approved by IRBA or an Accounting Officer as contemplated in the CCA).
8 SUB-CONTRACTING
8.1 Will any portion of the contract be sub-contracted? YES / NO
8.1.1 If yes, indicate:(i) what percentage of the contract will be subcontracted? ............…………….…%(ii) the name of the sub-contractor? ………………………………………………..(iii) the B-BBEE status level of the sub-contractor? …………………………..(iv) whether the sub-contractor is an EME? YES / NO (delete which is not applicable)
9. DECLARATION WITH REGARD TO COMPANY/FIRM
9.1 Name of company/firm :..........................................................................................
9.2 VAT registration number :.........................................................................................
9.3 Company registration number :……………………………………………………………….:9.4 TYPE OF COMPANY/ FIRM
Partnership/Joint Venture / Consortium
One person business/sole propriety
Close corporation
Company
(Pty) Limited[TICK APPLICABLE BOX]
9.5 DESCRIBE PRINCIPAL BUSINESS ACTIVITIES…………....................................................................................................................................................
……………….............................................................................................................................................
………………………………………………………………………………………………………………………
9.6 COMPANY CLASSIFICATION
Manufacturer Supplier Professional service provider Other service providers, e.g. transporter, etc.[TICK APPLICABLE BOX]
9.7 MUNICIPAL INFORMATIONMunicipality where business is situated……………………………………………………………
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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Registered Account Number…………………………………………………………………………
Stand Number…………………………………………………………………………………
9.8 TOTAL NUMBER OF YEARS THE COMPANY/FIRM HAS BEEN IN BUSINESS? …………….
9.9 I/we, the undersigned, who is / are duly authorised to do so on behalf of the company/firm, certify that the points claimed, based on the B-BBE status level of contribution indicated in paragraph 7 of the foregoing certificate, qualifies the company/ firm for the preference(s) shown and I / we acknowledge that:
(i) The information furnished is true and correct;(ii) The preference points claimed are in accordance with the General Conditions as
indicated in paragraph 1 of this form.(iii) In the event of a contract being awarded as a result of points claimed as shown in
paragraph 7, the contractor may be required to furnish documentary proof to thesatisfaction of the purchaser that the claims are correct;
(iv) If the B-BBEE status level of contribution has been claimed or obtained on a fraudulent basis or any of the conditions of contract have not been fulfilled, the purchaser may, in addition to any other remedy it may have –(a) disqualify the person from the bidding process;(b) recover costs, losses or damages it has incurred or suffered as a result of
that person’s conduct;(c) cancel the contract and claim any damages which it has suffered as a result
of having to make less favorable arrangements due to such cancellation;(d) restrict the bidder or contractor, its shareholders and directors, or only the
shareholders and directors who acted on a fraudulent basis, from obtainingbusiness 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; andforward the matter for criminal prosecution
WITNESSES:
1. ………………………………………
NAME OF BIDDING ENTITY ……………………………………..
EKURHULENI METROPOLITAN MUNICIPALITYQUOTATION NUMBER: ....................................
DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
......................................................SIGNATURE (S) OF BIDDER(S)
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1 This Municipal Bidding Document must form part of all bids invited.
2 It serves as a declaration to be used by municipalities and municipal entities in ensuring that when goods and services are being procured, all reasonable steps are taken to combat the abuse of the supply chain management system.
3 The bid of any bidder may be rejected if that bidder, or any of its directors have:
a. abused the municipality’s / municipal entity’s supply chain management system or committed any improper conduct in relation to such system;
b. been convicted for fraud or corruption during the past five years;c. willfully neglected, reneged on or failed to comply with any government,
municipal or other public sector contract during the past five years; ord. been listed in the Register for Tender Defaulters in terms of section 29 of the
Prevention and Combating of Corrupt Activities Act (No 12 of 2004).
4 In order to give effect to the above, the following questionnaire must be completed and submitted with the bid.
Item Question Yes No4.1 Is the bidder or any of its directors listed on the National
Treasury’s database as a company or person prohibited
from doing business with the public sector?
(Companies or persons who are listed on this database were informed in writing of this restriction by the National Treasury after the audi alteram partem rule was applied).
Yes No
4.1.1 If so, furnish particulars:
4.2 Is the bidder or any of its directors listed on the Register for Tender Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004)?
(To access this Register enter the National Treasury’s website, www.treasury.gov.za, click on the icon “Register for Tender Defaulters” or submit your written request for a hard copy of the Register to facsimile number (012) 3265445).
Yes No
4.2.1 If so, furnish particulars:
4.3 Was the bidder or any of its directors convicted by a court of law (including a court of law outside the Republic of South Africa) for fraud or corruption during the past five years?
Yes No
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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4.3.1 If so, furnish particulars:
Item Question Yes No4.4 Does the bidder or any of its directors owe any
municipal rates and taxes or municipal charges to the municipality / municipal entity, or to any other municipality / municipal entity, that is in arrears for more than three months?
Yes No
4.4.1 If so, furnish particulars:
4.5 Was any contract between the bidder and the municipality / municipal entity or any other organ of state terminated during the past five years on account of failure to perform on or comply with the contract?
Yes No
4.7.1 If so, furnish particulars:
CERTIFICATION
I, THE UNDERSIGNED (FULL NAME) …………..……………………………..………………………… CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM TRUE AND CORRECT.
I ACCEPT THAT, IN ADDITION TO CANCELLATION OF A CONTRACT, ACTION MAY BE TAKEN AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.
………………………………………... …………………………..
Signature Date
…………………………………… ………………………………………..………..
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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Position Name of Bidder
MBD 9
NAME OF BIDDER:.........................................................................................
EKURHULENI METROPOLITAN MUNICIPALITYQUOTATION NUMBER: ...............................
CERTIFICATE OF INDEPENDENT BID DETERMINATION (MBD 9)
1 This Form “I“ must form part of all bids¹ invited.
2 Section 4 (1) (b) (iii) of the Competition Act No. 89 of 1998, as amended, prohibits anagreement between, or concerted practice by, firms, or a decision by an association offirms, if it is between parties in a horizontal relationship and if it involves collusivebidding (or bid rigging).² Collusive bidding is a pe se prohibition meaning that it cannotbe justified under any grounds.
3 Municipal Supply Regulation 38 (1) prescribes that a supply chain management policymust provide measures for the combating of abuse of the supply chain management
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
34
system, and must enable the accounting officer, among others, to:
a. take all reasonable steps to prevent such abuse;
b. reject the bid of any bidder if that bidder or any of its directors has abused thesupply chain management system of the municipality or municipal entity or hascommitted any improper conduct in relation to such system; and
c. cancel a contract awarded to a person if the person committed any corrupt orfraudulent act during the bidding process or the execution of the contract.
4 This Form “I“ serves as a certificate of declaration that would be used by institutions toensure that, when bids are considered, reasonable steps are taken to prevent any formof bid-rigging.
5 In order to give effect to the above, the attached Certificate of Bid Determination must be completed and submitted with the bid:
¹ Includes price quotations, advertised competitive bids, limited bids and proposals.
² Bid rigging (or collusive bidding) occurs when businesses, that would otherwise be expected to compete, secretly conspire to raise prices or lower the quality of goods and / or services for purchasers who wish to acquire goods and / or services through a bidding process. Bid rigging is, therefore, an agreement between competitors not to compete.
NAME OF BIDDER:...........................................................................................................................
CERTIFICATE OF INDEPENDENT BID DETERMINATION (MBD 9)
I, the undersigned, in submitting the accompanying bid:
______________________________________________________________________(Bid Number and Description)
in response to the invitation for the bid made by:
EKURHULENI METROPOLITAN MUNICIPALITY (Name of Municipality / Municipal Entity)
do hereby make the following statements that I certify to be true and complete in every respect:
I certify, on behalf of: __________________________________________________ that:(Name of Bidder)
1. I have read and I understand the contents of this Certificate;
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
35
2. I understand that the accompanying bid will be disqualified if this Certificate is found not to be true and complete in every respect;
3. I am authorized by the bidder to sign this Certificate, and to submit the accompanying bid, on behalf of the bidder;
4. Each person whose signature appears on the accompanying bid has been authorized by the bidder to determine the terms of, and to sign, the bid, on behalf of the bidder;
5. For the purposes of this Certificate and the accompanying bid, I understand that the word “competitor” shall include any individual or organization, other than the bidder, whether or not affiliated with the bidder, who:
(a) has been requested to submit a bid in response to this bid invitation;(b) could potentially submit a bid in response to this bid invitation, based on
their qualifications, abilities or experience; and(c) provides the same goods and services as the bidder and/or is in the same
line of business as the bidder
6. The bidder has arrived at the accompanying bid independently from, and withoutconsultation, communication, agreement or arrangement with any competitor. However communication between partners in a joint venture or consortium³ will not be construed as collusive bidding.
³ Joint venture or Consortium means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract.
7. In particular, without limiting the generality of paragraphs 6 above, there has been no consultation, communication, agreement or arrangement with any competitor regarding:
(a) prices;
(b) geographical area where product or service will be rendered (marketallocation)
(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 andconditions 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.
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
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
36
may be reported to the National Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting business with the public sector for a period not exceeding ten (10) years in terms of the Prevention and Combating of Corrupt Activities Act No. 12 of 2004 or any other applicable legislation.
………………………………………………… …………………………………Signature Date
…………………………………………………. …………………………………Position Name of Bidder
ANNEXURE “B”EKURHULENI METROPOLITAN MUNICIPALITY (EMM)
QUOTATION PROCUREMENT FORM
ABOVE R30 000 UP TO R200 000 (VAT INCLUDED)1. All quotations received will be evaluated on the 80/20 point scoring basis. The 80 points
will be for Price and 20 points are for Broad Based Black Economic Empowerment (BBBEE) for attaining the BBBEE Status level contribution in accordance with the table below:
MBD 4: Declaration of interest MBD 6.1: B-BBEE Status level of Contribution. MBD 6.3: Promotion of SMME MBD 8: Declaration of bidders past supply management practices MBD 9: Certificate of Independent bid determination
If the MBD forms are not completed & submitted, your quotation will be rejected. No quotation will be considered from persons in the service of the state (MBD4).
As from the 7 December 2011, all Service providers/contractors must submit valid, certified copies of their BEE certificate from an accredited BEE verification agency with their bid submission. Failure to submit will lead to forfeiture (loss) of the preference points.
In the instance of Exempted Micro Enterprise (EME) (turn over less than R 5m) a letter from a professional, registered accountant/ auditor in order to qualify for preference points.
Electronic (e-mailed or faxed) quotations are not accepted.
Failure to submit a BEE certificate will lead to forfeiture (loss) of the preference points. In the instance of Exempted Micro Enterprise (EME) (turn over less than R 5m) a letter from a professional, registered accountant/auditor in order to qualify for preference points.
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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ADJUDICATION OF BIDS
Bids are adjudicated in terms of EMM Supply Chain Management Policy, and the following framework is provided as a guideline in this regard.
1. Technical adjudication and General CriteriaBids will be adjudicated in terms of inter alia:
Compliance with bid conditions Technical specificationsIf the bid does not comply with the bid conditions or technical specifications, the bid shall be rejected. See page 3 for examples.
2. Infrastructure and resources available
Evaluation of the following in terms of the size, nature and complexity of goods and/or services required:
Physical facilities Plant and equipment available for the contract owned by the bidder Plant and equipment the bidder intends renting, should the contract be awarded to him.
3. Size of enterprise, and current workload
Evaluation of the bid’s position in terms of:
Previous and expected current annual turnover Current contractual obligations Capacity to execute the contract
4. Staffing profile
Evaluation of the bid’s position in terms of:
Staff available for this contract being bidded for Qualifications and experience of key staff to be utilised on this contract.
5. Previous experience
Evaluation of the bid’s position in terms of his previous experience. Emphasis will be placed on the following:
Experience in the relevant technical field Experience of contracts of similar size Some or all of the references will be contacted to obtain their input.
6. Financial ability to execute the contract
Evaluation of the bid’s financial ability to execute the contract. Emphasis will be placed on the following:
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
38
Surety proposed Estimate cash flow Contact the bid’s bank manager to assess the bidder’s financial ability to execute the
contract and the bidder hereby grants his consent for this purpose.7. Good standing with SA Revenue Service
Establish whether a valid original tax clearance certificate or copy thereof has been submitted with the Bid document on closing date of the bid. If no such Certificate or copy thereof has been submitted, the bid must be rejected. If a valid original tax clearance certificate has not been submitted, the bidder must be requested in writing and in the standard format approved by the Executive Director: Legal & Administration, to submit a valid original tax clearance certificate by a specific date and at a specific venue.
The bidder must affix a valid original Tax Clearance Certificate or copy thereof, to the last page of the bid documentIf the bid does not meet the requirements contained in the EMM Supply Chain Management Policy,
and the mentioned framework, it shall be rejected by the Municipality, and may not subsequently
be made acceptable by correction or withdrawal of the non-conforming deviation or reservation.
8.3 Total Bid Adjudication Points
The total number of bid adjudication points awarded, is the sum of:
Bid price points + meeting specific goals points (not to exceed 100)
9. PenaltiesThe City Manager must act in terms of paragraph 15 of the Preferential Procurement Policy Regulations 2001, as published on 10 August 2001, against the person awarded the contract upon detecting that a preference in terms of the Preferential Procurement Policy has been obtained on a fraudulent basis, or any specified goals are not attained in the performance of the contract.
Regulation 15 of the Preferential Procurement Policy provides as follows:
“15 (1) An organ of state must, upon detecting that a preference in terms of the Act and these regulations has been obtained on a fraudulent basis, or any specified goals are not attained
in the performance of the contract, act against the person awarded the contract.
(3) An organ of state may, in addition to any other remedy it may have against the person contemplated in sub-regulations (1) –
(a) recover all costs, losses or damages it has incurred or suffered as a result of that person’s conduct;
(b) cancel the contract and claim any damages which it has suffered as a result of having to make less favourable arrangements due to such cancellation;
(c) impose a financial penalty more severe than the theoretical financial preference associated with the claim which was made in the tender; and
(d) restrict the contractor, its shareholders and directors from obtaining business from any organ of state for a period not exceeding 10 years.
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
39
GENERAL INFORMATION TO BE SUPPLIED BY THE BIDDER:(SHOULD THE INFORMATION REQUIRED ON THIS FORM NOT DULY BE SUPPLIED, THIS BID WILL BE REJECTED)
1. Name of bidding entity: _____________________________________________________________
2. Contact details
Address : _____________________________________________________________
_____________________________________________________________
Tel no : (________)____________________________________________________
Fax no : (________)____________________________________________________
E-mail address : _____________________________________________________________
3. Legal entity: Mark with an X.
Sole proprietor
Partnership
Close corporation
Company (Pty) Ltd
Joint venture
In the case of a Joint venture, provide details on joint venture members:
Joint venture member Type of entity (as defined above)
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
40
NAME OF BIDDER:.....................................................................................................
4. Income tax reference number: (COMPULSORY)(In the case of a joint venture, provide for all joint venture members)
____________________________ _________________________
____________________________ _________________________
5. VAT registration number (COMPULSORY):(In the case of a joint venture, provide for all joint venture members)
____________________________ _________________________
____________________________ _________________________
6. Company or closed corporation registration number (COMPULSORY):(In the case of a joint venture, provide for all joint venture members)
____________________________ _________________________
____________________________ _________________________7. Municipal rates and taxes or service charges account numbers of
bidding entities OR its directors / members (COMPULSORY) (ATTACH LATEST STATEMENT/S)(In the case of a joint venture, provide for all joint venture members)ACCOUNT NUMBERS LOCAL AUTHORITY
___________________ __________________
8. Details of proprietor, partners, closed corporation members, or company directors, indicating technical qualifications where applicable (Form on the next page).
9. For joint ventures the following must be attached:
Written authority of each JV partner, for authorized signatory. The joint venture agreement. The major partner to satisfy at least 40 percent of the turnover and credit amount
criteria, and each other partner at least 25 percent of the criteria.
SIGNATURE OF AUTHORIZED PERSON : ………………………………………………………
DATE : ………………………………………………………
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
41
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
42
DETAILS OF PROPRIETOR, PARTNERS, CLOSED CORPORATION MEMBERS OR COMPANY DIRECTORS(In the event of a joint venture, to be completed by all joint venture partners)
Name and Surname Identity Number Members or Directors Tax Reference Number
HDI%
FEMALE%
DISABLE%
YOUTH%
EMM BASED
YES NO
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
43
DETAILS OF BIDDING ENTITY’S BANK
If the bidder is a Joint Venture or partnership, the information requested below is required for each member / partner.
I/We hereby authorize the Employer/Engineer to approach all or any of the following banks for the purposes of obtaining a financial reference:
DESCRIPTION OFBANK DETAIL
BANK DETAILS APPLICABLE TOBIDDER
Name of bank
Contact person
Branch name
Branch code
Street address
Postal address
Telephone number ( )
Fax number ( )
Account number
Type of account, (i.e. cheque account)
BIDDER’S TAX DETAILSBidder’s VAT vendor registration number: .............................................................................................
Bidder’s SARS tax reference number: .................................................................................................
AUTHORITY FOR SIGNATORY
All signatories, excluding sole proprietors, shall confirm their authority by attaching to the last page of this bid a duly signed and dated original or certified copy of the relevant resolution of their
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
44
meeting of members or their board of directors, as the case may be, or by completing one of the following:
1: COMPANIES / CLOSE CORPORATIONS
EXAMPLE SHOWN BELOW
"By resolution of the board of directors or meeting of members passed on 15 January 2006________________,
Mr A. APPLE_____________ has been duly authorised to sign all documents in connection with the Bid for
Contract number RTCW 10/2006 and any Contract, which may arise there from on behalf of the Bidding
Entity, namely, “ABCD (PTY) LTD”
SIGNED ON BEHALF OF THE BIDDING ENTITY: NAME: B.J. JONES____________
SIGNATURE:_______________________
IN HIS/HERS CAPACITY AS: DIRECTOR / MEMBER
DATE: 15 January 2006
AUTHORISED PERSON’S SPECIMEN SIGNATURE: _SIGNATURE OF A. APPLE___
AUTHORISED PERSON’S SPECIMEN INITIAL __INITIAL OF A. APPLE ______
*AND/OR __________________(SIGNATURE)__________(INITIAL)
*AND/OR__________________ (SIGNATURE)__________(INITIAL)
* DELETE WHICH IS NOT APPLICABLE
AS WITNESS: 1. B. XABA
NAME OF BIDDER:..................................................................................................................................
PLEASE TURN OVER FOR FORM TO BE COMPLETEDAUTHORITY FOR SIGNATORY
1: COMPANIES / CLOSE CORPORATIONS
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
45
FORM TO BE COMPLETED
"By resolution of the board of directors or meeting of members passed on ____________________________________________ ,
(Mr/Me.).____________________________________ has been duly authorised to sign all documents in connection
with the Bid for Contract number______________________ and any Contract, which may arise there from
on behalf of the Bidding Entity, namely,______________________________________________________
SIGNED ON BEHALF OF THE BIDDING ENTITY: NAME: ______________________
SIGNATURE:_______________________
IN HIS/HERS CAPACITY AS: _____________________________
DATE: _____________________________
AUTHORISED PERSON’S SPECIMEN SIGNATURE: ___________________________
AUTHORISED PERSON’S SPECIMEN INITIAL ___________________________
*AND/OR __________________(SIGNATURE)__________(INITIAL)
*AND/OR__________________ (SIGNATURE)__________(INITIAL)
*AND/OR____________________
* DELETE WHICH IS NOT APPLICABLE
AS WITNESS: 1. ______________________
2: JOINT VENTURE / CONSORTIUM / PARTNESHIP :
EXAMPLE SHOWN BELOW
We, the undersigned are submitting this bid and hereby authorize Mr. B. BROOK,
to sign all documents in connection with the
bid for Contract number RTCW 10/2006 and any contract resulting from it on our behalf.
NAME OF FIRMS ADDRESS, TEL. NO., FAX. NO. DULY AUTHORIZED SIGNATORY
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
46
Name of Firm no1 P.O. Box 111Springs1560
Signature:……………………………..…….
Name:………………………........................
Designation:…………………………………
Name of Firm no 2 Address of 2nd Firm Signature:……………………………..…….Name:………………………........................Designation:…………………………………
Name of Firm no 3 Address of 3rd Firm Signature:……………………………..…….
Name:………………………........................Designation:…………………………………
Name of Firm no 4 Address of 4TH Firm Signature:……………………………..……
Name:……………………….......................
Designation:…………………………………
Name of Firm no 5 Address of 5TH Firm Signature:……………………………..…….
Name:………………………........................
Designation:…………………………………
SPECIMEN SIGNATURES AND INITIALS OF PERSON AUTHORIZED TO SIGN ALL DOCUMENTATION
1.___________________________(SIGNITURE)__________________(INITIAL)
2.___________________________(SIGNITURE)__________________(INITIAL)
DATE: _______________________
AS WITNESS: 1. ______________________
_____________________________________________________________PLEASE TURN OVER FOR FORM TO BE COMPLETEDAUTHORITY FOR SIGNATORY
2: JOINT VENTURE / CONSORTIUM / PARTNERSHIP
FORM TO BE COMPLETED
We, the undersigned are submitting this bid and hereby authorize 1)____________________,
2)_________________________, 3)_____________________________
to sign all documents in connection with the bid for Contract number ______________________________ and any contract
resulting from it on our behalf.
NAME OF FIRMS ADDRESS, TEL. NO.,FAX. NO. DULY AUTHORIZED SIGNATORY
ADDRESS________________________________________________________________________________________________TEL. NO. __________________
Signature:……………………………..…….
Name:………………………........................
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
47
FAX. NO.__________________ Designation:…………………………………ADDRESS________________________________________________________________________________________________TEL. NO. __________________FAX. NO.__________________
Signature:……………………………..…….Name:………………………........................Designation:…………………………………
ADDRESS________________________________________________________________________________________________TEL. NO. __________________FAX. NO.__________________
Signature:……………………………..…….
Name:………………………........................Designation:…………………………………
ADDRESS________________________________________________________________________________________________TEL. NO. __________________FAX. NO.__________________
Signature:……………………………..……
Name:……………………….......................
Designation:…………………………………ADDRESS________________________________________________________________________________________________TEL. NO. __________________FAX. NO.__________________
Signature:……………………………..…….
Name:………………………........................
Designation:…………………………………
SPECIMEN SIGNATURES AND INITIALS OF PERSON AUTHORIZED TO SIGN ALL DOCUMENTATION
1.___________________________(SIGNITURE)__________________(INITIAL)
2.___________________________(SIGNITURE)__________________(INITIAL)
3.___________________________(SIGNITURE)__________________(INITIAL)
DATE: _______________________
AS WITNESS: 1. ______________________
JOINT VENTURE INFORMATION(Complete only if applicable)
The parties hereto form a Joint Venture for the purpose of jointly bidding and obtaining the award of contract for …………………………………………………………………………………………………………………… ……………………………………………………………… …………………………………………… … \ (hereinafter called the “Project”) and of jointly performing such contract under joint and several responsibility .
The share of the partners in the Joint Venture shall be :
Full Name and address of Lead enterprise
…………………………………………………………….. ………%
………………………………………………………………
Full Name and address of 2nd enterprise
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
48
……………………………………………………………. ………..%
……………………………………………………………..Full Name and address of 3rd enterprise
……………………………………………………………. ………..%
……………………………………………………………..
The Lead Partner is hereby authorised to incur liabilities, receive instructions, payments, sign all documents in connection with the bid, and to be responsible for the entire execution and administration of the contract for and on behalf of the partners.
The parties hereto shall make available to the Joint Venture the technical advice and benefit of their individual experience and shall, in all other respects, endeavour to share the responsibility and burden of the performance of the Joint Venture.
To this end the parties hereto shall share, in the above proportions, in all risks and obligations arising out of or in connection with the Contract, especially in the provisions of all necessary working capital and guarantees, in profit and loss and personnel.
The Lead Partners shall supply, in its name, Professional Liability Insurance for the amount and period as stated in the Contract Data.
The Joint Venture may not be terminated by any of the parties hereto until either:
The contract has been awarded to another bidder
or
The work undertaken by the Joint Venture under the contract has been completed and all liabilities and claims incurred by and made by the Joint Venture have been settled, the bid is cancelled or the period of validity of bid extended.
No party to the Agreement shall be entitled to sell, assign or in any manner encumber or transfer its interest or any part thereof in the Joint Venture without obtaining the prior written consent of the other party hereto.
The Parties of the Joint Venture shall cooperate on an exclusive basis. No Party shall during the validity period of the bid submit a bid to or enter into a Contract with the EMM or any other party for the Project, either alone or in collaboration with a third party.
Authorised Signature Lead Partner…………………………………………….
Name ……………………………………………..
Designation …………………………………………….
Signed at……………………………………… on ………………………………………..
Authorised Signature of 2nd Partner…………………………………………….
Name ……………………………………………..
Designation …………………………………………….
Signed at……………………………………… on ………………………………………..
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
49
Authorised Signature of 3rd Partner…………………………………………….
Name ……………………………………………..
Designation …………………………………………….
Signed at……………………………………… on ………………………………………..
ALL SIGNATORIES SHALL CONFIRM THEIR AUTHORITY BY ATTACHING TO THE LAST PAGE OF THE BID, ORIGINAL OR CERTIFIED COPIES OF DATED AND SIGNED RESOLUTIONS OF THE MEMBERS/DIRECTORS/PARTNERS AS THE CASE MAY BE.)
GENERAL CRITERIA
Provide information on the following:
Infrastructure and resources available
Physical facilities
Description Address Area (m²)
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
50
Plant / Equipment
Provide information on plant / equipment that you have available for this project. Attach details if the space provided is not enough.
Description : Owned Plant / Equipment Number of units
Description : Owned Plant / Equipment (continued) Number of units
Description : Hired Plant / Equipment Number of units
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
51
Description : Plant / Equipment to be purchased Number of units
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
52
Size of enterprise and current workload
What was your turnover in the previous financial year? RWhat is the estimated turnover for your current financial year? RList your current contracts and obligations
Description Value (R) Start date DurationExpected
completion date
Do you have the capacity to supply the goods and services described in this bid, should the contract be
awarded to you? ____________________________________________________________________________
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
53
Staffing Profile
Provide information on the staff that you have available to execute this contract (attach a separate list if the space provided is insufficient)
Own staff : gender and race Number of staff
Staff to be employed for the project : gender and race Number of staff
Proposed Key Personnel
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
54
Provide information on key staff you intend utilising on this contract, should it be awarded to you. (In case of engineering construction projects key staff is defined as staff of foreman level and above)
Name and Surname Position in your organisation Qualifications Experience
HDI status (Y/N)
Previous experience
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
55
Provide the following information on relevant previous experience (indicate specifically projects of similar or larger size and/or which is similar with regard to type of work. No points will be awarded if reference cannot be reached or if it refuses to supply information.
Description Value (R, VAT excluded)
Year(s) executed
ReferenceName Organisation Tel no
COMPULSORY SITE INSPECTIONS / INFORMATION / CLARIFICATION MEETINGS
Where Compulsory Site Inspections and Compulsory Information, Briefing or Clarification Meetings are to be held, it shall be subject to the following conditions:BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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1. Necessity for Compulsory Site Inspection and Compulsory Information / Briefing / Clarification MeetingsCompulsory Inspections / Meetings must only be held where the nature of the contract is such that it requires either an inspection of a site or a briefing session. The Bid Specification Committee should indicate to the Tender Office that such a compulsory inspection or briefing is regarded as a necessity.
2. Attendance RegisterAn attendance register of potential bidders and the firms they represent shall be kept and signed by attendees. A copy of such Attendance Register shall immediately after the inspection/briefing be sent to the Tender Office.
3. Confirmation Notes of Inspection/Briefing SessionsConfirmation Notes of the Compulsory Inspection or Briefing Session shall be held by or on behalf of the contact person of the Department for whom the Bid is being advertised. A copy of the notes shall be sent to each firm that was represented at the inspection/meeting as soon as possible after the inspection or meeting and before the closing date of the bid. A copy of the notes shall also be sent to the Tender Office. The relevant Department will ensure that the notes are submitted to the Bid Evaluation Committee and to the Bid Adjudication Committee.
4. Bid DocumentsThe bid documentation shall clearly state that where the inspection of a site or the attendance of a briefing session is compulsory, non-attendance thereof will lead to the disqualification of the bidder in question. The bid documentation shall further clearly state that if bid documents are obtained after the compulsory briefing session or site inspection, it will only be made available to firms that were represented at the meeting. The mere fact that a firm that was not represented at a compulsory meeting, but nevertheless submitted to the municipality a set of bidding documents, should not be construed as creating any expectations that a bid will be considered by the Municipality.
NAME OF BIDDING ENTITY ……………………………………………………….
FORM “G”EKURHULENI METROPOLITAN MUNICIPALITY
CONTRACT NUMBER ……………..(DESCRIPTION)
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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DECLARATION FOR MUNICIPAL ACCOUNTS
MUST BE COMPLETED FOR THIS BID
Declaration in terms of paragraph 38(1)(d)(i) of the Supply Chain Management Policy of the EMM, irrespective of the contract value of the bid:
NB: Please note that this declaration must be completed by ALL bidders
(i). I, the undersigned hereby declare that the signatory to this tender document; is duly authorised and further declare:
(ii) that at the closing date of the bid, no municipal rates and taxes or municipal service charges owed by the bidder or any of its directors/members to the EMM, or to any other municipality or municipal entity, are in arrears for more than three (3) months.
(iii). I acknowledge that should it be found that any municipal rates and taxes or municipal charges as set out in (i) above are in arrears for more than three (3) months, the bid will be rejected and the EMM may take such remedial action as is required, including the rejection of the bid and/or termination of the contract.
(iv) I further declare that copies of any rates and taxes or municipal service charges account/s, will be submitted to the EMM to its satisfaction, PRIOR to the commencement with the service/work but not later than 14 days after having been informed of the acceptance of the bid; and that
(v) I declare that if the bid is awarded to the bidding entity, any moneys due to the bidding entity for services/goods rendered shall be utilised to offset any monies due to a municipality or a municipal entity.
(vi) The following account/s of the bidding entity has reference:
Municipality Account number
................................................................................................................................
................................................................................................................................
................................................................................................................................
(NB: If insufficient space above, please submit on a separate page)
PLEASE NOTE further that if no municipal rates and taxes or municipal charges are payable by the bidding entity, indicate the reason/s for that in the space below by means of a tick next in the relevant block,
Bidding entities who operate from informal settlements
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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Bidding entities who operate from a property owned by a director / member / partner
Bidding entities who operate from somebody else’s property
Bidding entities who rent premises from a landlord
Other (Please specify)
Signed at.............................……this..............day of………………............... 20…
Name of Duly Authorised Signatory: (Please print)................................................
Authorised Signature: ....................................................
As witness: 1. …...............................................................
2. ..................................................................
Government Gazette, 26 November 2003
PLEASE REMEMBER:
TO ATTACH A VALID ORIGINAL TAX CLEARANCE CERTIFICATE OR COPY THEREOF TO ATTACH A VALID ORIGINAL BEE CERTIFICATE OR EXEMPTED MICRO ENTERPRISE
LETTER FROM ACCOUNTING FIRM OR COPY THEREOF
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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IN THE CASE OF A JOINT VENTURE, THE VALID ORIGINAL TAX CLEARANCE CERTIFICATE OR COPY/IES THEREOF, OF EACH PARTNER, MUST BE SUBMITTED WITH THE BID DOCUMENT
IN THE CASE OF A JOINT VENTURE, COPIES OF MUNICIPAL ACCOUNTS NOT OLDER THAN THREE (03) MONTHS OF EACH PARTNER, MUST BE SUBMITTED WITH THE BID DOCUMENT
ATTACH ALL REQUIRED DOCUMENTS TO THE LAST PAGE OF YOUR BID DOCUMENT
BIDDER: EMM:Initial: Authorized Signatory/ies 1).…………………. Initial: EMM………..………. 2)………………….. Witness: ……………………
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