re- advert re- advert... · appointment of a panel of service providers for invasive species for a...

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Re- Advert

BID NO: 132/2017

APPOINTMENT OF A SERVICE PROVIDER

FOR INVASIVE SPECIES CONTROL FOR

A PERIOD OF THREE (3) YEARS FOR CITY OF MBOMBELA

CLOSING DATE: 5 JULY 2018 @ 11:00

…………………………………………….... NAME OF BIDDER

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TABLE OF CONTENT PAGE

Invitation to Bid………………………………………………………………………… 5 Special Conditions of Bid……………………………………………………………. 6 – 7 Specifications and pricing .................................................................................. 8 – 25 Pricing Schedule – Firm Prices ……………………………………………………. 26 Declaration of interest …………………………………………………………. …… 27 – 29 Preference Points Claim Form in terms of the Preferential Procurement Regulations 2017……………………………………..... 30 – 36 Contract Form ………………………………………………………………………… 37 Declaration of Bidder’s Past Supply Chain Management Practices ……… …… 38 – 39 Certificate of independent bid determination……………………………………….. 40 – 42 Authority to sign a bid………………………………………………………………… 43 - 44

Certificate of authority for joint ventures………………………………………………………… 45

Physical location of the workshop …………………………………………………………………….. 46

Preferential Point System …………………………………………………………. 47

Annexure A

Tax Clearance Certificate Form

Annexure B

General Conditions of Contract

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MBD 1

INVITATION TO BID

YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE CITY OF MBOMBELA

BID NUMBER: 132/2017 CLOSING DATE: 5 JULY 2018 CLOSING TIME: 11:00

DESCRIPTION: APPOINTMENT OF A PANEL OF SERVICE PROVIDERS FOR TREE CUTTING AND

PRUNING FOR A PERIOD OF THREE (3) YEARS FOR CITY OF MBOMBELA

The successful bidder will be required to fill in and sign a service level agreement and Contract Form (MBD 7)

BID DOCUMENTS MAY BE DEPOSITED IN THE BID BOX SITUATED AT 1 Nel Street Mbombela Civic Centre Main Entrance Mbombela 1201 Bidders should ensure that bids are delivered timeously to the correct address. If the bid is late, it will not be accepted for consideration. The bid box is generally open 24 hours a day, 7 days a week. ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS – (NOT TO BE RE-TYPED)

THIS BID WILL BE EVALUATED AND ADJUDICATED ACCORDING TO THE FOLLOWING CRITERIA: 1. Relevant specifications 2. Value for money 3. Capability to execute the contract 4. PPPFA & associated regulations

NB: NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE (see definition on MBD 4 attached)

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THE FOLLOWING PARTICULARS MUST BE FURNISHED (FAILURE TO DO SO MAY RESULT IN YOUR BID BEING DISQUALIFIED)

NAME OF BIDDER ………………………………………………………………….. POSTAL ADDRESS ………………………………………………………………..... STREET ADDRESS ………………………………………………………………….. TELEPHONE NUMBER CODE……….NUMBER………………………………………. CELLPHONE NUMBER ………………………………………………………………….. FACSIMILE NUMBER CODE……….NUMBER………………………………………. VAT REGISTRATION NUMBER ………………………………………………………………….. HAS A VALID TAX CLEARANCE CERTIFICATE BEEN SUBMITTED? YES/NO ARE YOU THE ACCREDITED REPRESENTATIVE IN SOUTH AFRICA FOR THE GOODS/SERVICES OFFERED BY YOU? YES/NO (IF YES ENCLOSE PROOF) SIGNATURE OF BIDDER …………………………………………………………………. DATE …………………………………………………………………. CAPACITY UNDER WHICH THIS BID IS SIGNED ……………………………………. TOTAL BID PRICE……………………….. TOTAL NUMBER OF ITEMS OFFERED…………... ANY ENQUIRIES REGARDING THE BIDDING PROCEDURE MAY BE DIRECTED TO: Municipality: City of Mbombela Department: Supply Chain Management Division Contact Person: Nomsa Ndukuya Tel: 013 759-9052 ANY REQUIRIES REGARDING TECHNICAL INFORMATION MAY BE DIRECTED TO: Contact Person Jacques Nel Tel: (013) 759 2295

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Re-advert

BID NO. 132/2017

CLOSING DATE: 5 JULY 2018 AT 11:00

RE- ADVERT: APPOINTMENT OF A SERVICE PROVIDER FOR INVASIVE SPECIES CONTROL FOR A PERIOD OF THREE (3) YEARS FOR

CITY OF MBOMBELA Bids are hereby invited from experienced and capable service providers for tree cutting and pruning for a period of three (3) years for Community Services Directorate in City of Mbombela. It is compulsory that service providers download a copy of the bid document that will ONLY be

available as from 20 June 2018 on the municipal website: www.etendersa.gov.za on the tenders

and notices folder, free of charge.

Duly completed bid documents and supporting documents which are, COPY OF TAX CLEARANCE CERTIFICATE AND SARS PIN NUMBER, CERTIFIED COPY OF B-BBEE CERTIFICATE, RATES AND TAXES CLEARANCES FROM RELEVANT LOCAL AUTHORITY, CENTRAL SUPPLIERS DATABASE (CSD) REGISTRATION SUMMARY REPORT and a copy of the COMPANY REGISTRATION CERTIFICATE, together with the bid document must be sealed in an envelope clearly marked: “BID NO: 132/2017, APPOINTMENT OF A PANEL OF SERVICE PROVIDERS FOR INVASIVE SPECIES FOR A PERIOD OF THREE YEARS FOR CITY OF MBOMBELA: 5 JULY 2018, with the name of the bidder and shall be placed in the bid box at the Mbombela Civic Centre at 1 Nel Street before 11:00 on the closing date. Bids received by telegram, fax or e-mail will not be considered. Late bids will not be accepted nor considered.

No briefing session. A preferential point system shall apply where by this contract will be allocated to a bidder in accordance with the Preferential Procurement Policy Framework Act, act no. 5 of 2000 and as defined in the conditions of bid in the bid document, read in conjunction Preferential Procurement Regulations of 2017, where 80 points will be allocated in respect of price and 20 points in respect of B-BBEE status level of contribution. Procurement enquiries: Technical enquiries: Nomsa Ndukuya on (013) 759 9052 Jacques Nel (013) 759 2295 Employer: Acting Municipal Manager Mr. N Diamond P O Box 45, Mbombela, 1200

NB: the results of this bid will be published on council website as prescribed on section 75(1)(g) of the MFMA and section 23(c) of the SCM Regulations. Website: www.mbombela.gov.za

http://www.etendersa.gov.za/

http://www.mbombela.gov.za/

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SPECIAL CONDITIONS

(a) Tenders will only be considered on receipt of this tender document correctly completed with all insertions in black ink and signed.

The following compulsory documentation must be attached in order for the bid to

be considered:

- Tax Clearance Certificate and SARS Pin number - CSD Summary report - Company Registration Certificate (failure to attach is an immediate

elimination) - Certified ID Copies of business owners (failure to attach is an immediate

elimination) - Certified copy of B-BBEE Certificate (failure to attach no B-BBEE Points will

be claimed) - Municipal Rates and Taxes Clearance from relevant local authority - Formal agreement (in case of consortia/Joint Ventures) - In bids where Consortia / Joint Ventures / Sub-contractors are involved, each

party must submit a separate Tax Clearance Certificate and SARS PIN NUMBER

- Certified traceable track record, of large scale control of IAPs, and fire management (including controlled burns and fire breaks). (failure to attach will lead to immediate elimination)

- Certified proof of ownership of suitable vehicles modified for transporting crews safely and efficiently, and be modified for use with the required IAP and fire control (failure to attach will lead to immediate elimination)

- Certified proof of a strong project management track record (this is essential for the coordination of teams on the ground, including their procurement, payment, training and mentoring) (failure to attach will lead to immediate elimination)

- Certified written undertaking to comply with the requirements of the Occupational Health and Safety Act (Act 85 of 1993) and other applicable legislation to be submitted (failure to attach will lead to immediate elimination)

- Certified valid certificate for registration as a pest control operator (limited weeds controller) according to the “Fertilizers Farm Feeds, Agricultural Remedies and Stock Remedies Act”, Act No. 36 of 1947 of the Department of Agriculture, Forest and Fisheries (failure to attach will lead to immediate elimination)

- Sworn affidavit of the list all available resources (e.g. vehicles, chainsaws, brush cutters, fire-fighting equipment, computers, GPS units etc.) and provide detailed notes about back-up options in instances of failure of named resources as well as plans for maintenance so that work is not compromised. (failure to attach will lead to immediate elimination).

(b) Prices stated in the Bid Document must include VAT (where applicable) and

transport.

(c) All prices must be stated in South African Currency

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(d) The Council does not bind itself to accept the lowest or any bid and reserves the right to accept the whole or part of any bid.

(e) A bidder shall not transfer, assign, cede or sublet his contract to any other party

without having obtained the written permission of the Council.

(f) Prices quoted in the Bid will be deemed valid for a period of 90 days after closing of the Bid.

(g) All services must be rendered on account (no purchases will be done COD);

(h) Payment for all goods delivered will only be made upon receiving valid tax invoices

as prescribed by the VAT Act no 89 of 1991.

(i) All accounts will be settled by Council on 30 day basis only.

(j) The lowest or any bid will not necessarily be accepted and the Council reserves to itself the right to accept part of any bid without the whole.

(k) Only signed bids will be considered.

(l) The bid will be adjudicated according to council’s Supply Chain Management Policy on an 80/20 basis.

(m) Neither the Council nor the bidder shall cede or assign a contract for the delivery of goods or the rendering of services or any part thereof or any benefit or interest therein or there under to third parties without the written consent of the other being first had and obtained.

(n) It is compulsory that service providers download a copy of the bid document that will ONLY be available as from 18 June 2018 on e-Tender Publication Portal: www.etenders.gov.za, free of charge.

(o) Before an appointment letter is issued the successful bidders must provide proof of public liability of R1000 000,00.

http://www.etenders.gov.za/

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SPECIFICATIONS (INVASIVE SPECIES CONTROL)

1. Introduction

City of Mbombela intends to appoint a service provider for the management and control of invasive species

in its Nature Reserves, parks, open spaces, public places, focal points, main streets and gardens across its

area of jurisdiction on an “as and when” basis for the period of 3 years.

2. Scope

Invasive Alien Plant Infestation Level Assessments

· Details of IAP species distribution and densities are to be collected and assessed prior to initiation

Project Management Plan

· Plan and implement initial follow-up IAP control methods.

· A detailed project management plan is to be presented to the City of Mbombela, by the successful

service provider, four weeks after appointment.

Employment of Local Staff

· Advertise positions and employ suitable candidates into the project teams.

· Staff appointed must be able to undertake physically strenuous work in difficult working

conditions.

· Remuneration values are to be in line with national and provincial guidelines as dictated

by the Working for Water and Mpumalanga Invasive Alien Species programmes which oversee

similar IAP control operations.

· Recruitment must focus on the affected regions in the first phase.

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Business Support and Development Meet recommended Contract Participation requirements. A minimum of 15% of the total contract is to be given to other contractors that are at least 76% black owned. If this requirement is not adhered to, a pro

rata fine of up to 2.5% of the total contract value will be issued.

Reporting

All reports, data and maps are to be submitted in a succinct, professional format and these can be submitted on a CD/Flashdrive or emailed, at the end of each month, using the template provided by council. The successful bidder is to ensure that the required tasks, products and services are rendered on time and within budget. The requirements for reports and best practice management are noted to be of particular importance.

Monthly Progress Reporting

Monthly progress reports are to include:

Invasive Alien Plant Control

Place name: Name and locality of area of work.

Management block: Each management block on site plan to be numbered/named.

Map number(s): Maps and for each area cleared/burned to be included and shape files to accompany.

Extent: Area cleared in square meters for each block.

Time: Days taken for team(s) to clear these areas.

Species data: IAPs encountered with approximate densities for top ten IAP species.

Densities for each of the top ten invader plant species to be indicated on separate maps for each block cleared. Maps to be appended.

Emerging weeds: Lists of potentially new or emerging weeds encountered.

Research projects.

Control methods: Notes on control methods used for each species.

Other notes: Other relevant information including problems encountered.

Details as above for all fire control activities implemented.

Monthly key performance indicators (KPIs) relating to staff numbers and demographics including a breakdown of project spend, person days worked, and training undertaken. In

addition, all required data for the Expanded Public Works Programme (EPWP) reporting, are

to be submitted monthly to the municipality.

Meetings

Notes or minutes (including action points decided upon) of all relevant meetings including monthly meetings with the designated contact person from the Municipality.

Notes or minutes to include all proposals for changes to project scope, as well as details of authorised scope changes. Signed change request forms to be appended.

Employment

All EPWP and KPI reports to be submitted in full on a monthly basis.

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Other

Statement of work that has been completed during that month.

Statement of work anticipated to be completed in the forthcoming month.

Any key learnings, including:

o Failures, issues, concerns or challenges that have been encountered and how these

have been/will be overcome.

o Successes, special stories, or notes on important achievements in the project that

have arisen.

Details of the suitability of implemented quality control and risk management measures, and

any required changes to such.

Other relevant information including problems encountered.

Provide the following data electronically, updated on a monthly basis, within a template provided by the

Municipality.

Annual Progress Reporting

Submit detailed year-end reports at the end of each municipal financial year (31 June). The reports should include the following: Detailed financial account:

Provide accounted lists of all expenses, payments, wages (including UIF and COIDA related payments) etc.

A full independent audit, verifying relevant expenses and other financial transaction details, is to be included and submitted.

IAP and fire control:

Summary of the information supplied in monthly reports, giving an overview of how and where the work was undertaken, as well as square meters cleared, locality details

and IAP species encountered including maps.

Details of where and when follow-up control is to take place (to be agreed upon in conjunction with staff from the Municipality), including maps.

A full annual independent audit, summarising the monthly reports, which verifies where and how implemented IAP control and fire management took place, is to be

undertaken at bidder’s own cost, and submitted.

Fixed point monitoring:

A summary of all fixed-point monitoring to be included.

Relevant shapefiles and details of all fixed-point monitoring activities to be included, as well as a synopsis of observations relating to changes observed.

Training:

Summary of all training provided, including course content, trainer/facilitator, duration, number of people, and date of training.

A full independent audit, summarising the quarterly reports, which verifies all training implemented, is to be submitted.

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Staff advancement:

Indicate ways in which staff (if any) were trained, mentored and/or encouraged to advance themselves in the programme.

List exit opportunities and/or promotions afforded to any staff member employed as part of this programme, and/or any cooperatives/SMME’s established.

Community liaison:

Provide a summary of how (if any) local communities were engaged with, and any benefits (apart from direct employment) that communities surrounding project work

areas have benefited from the programme.

Staff Database:

A spreadsheet in electronic format listing all employees, their contact details, and the training they received. Independent audits clearly indicating the validation of

employment details including IDs are to be submitted.

Other:

Other relevant information as agreed on by both parties.

Include any noted pitfalls/problems and any lessons learnt for future projects of this nature, which includes input from all programme stakeholders.

Meetings, advocacy and stakeholder engagement

Coordinate regular (monthly) meetings

Meetings to be held at the client’s premises in order to present feedback to the client and other stakeholders, and to record and circulate all relevant meeting minutes.

Advocacy

Attend relevant workshops, presentations, seminars, symposiums and conferences, and where necessary, present work on behalf of the Municipality.

Professional advice and guidance

Provide professional advice and guidance, relating to all aspects of the Invasive Alien Plant Control: Priority Biodiversity Areas Management Programme, to relevant

municipal staff members.

Stakeholder engagement

Liaise with relevant stakeholders, including other municipal and external government departments as well as with private individuals and organizations, for the duration of the

tprogramme.

Best environmental practice (BEP) guidelines

Best environmental practice (BEP) guidelines for work undertaken in natural areas or any other areas with potentially sensitive natural environments. The clearing of listed IAPs in the Municipality is often in sensitive grassland and forest ecosystems which can be susceptible to environmental degradation. The slopes are often steep and the soils prone to erosion.

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Furthermore, much of the biodiversity (plant and animal life) found in these areas may be considered to be of conservation significance. As such every effort should be made to minimise the impacts on such biodiversity at the time of alien plant control.

The following best practices are to be observed while the contractor is working on site:

No Roads and paths to be created.

Every effort should be made to minimise a.) the trampling of indigenous plants; and b.) the disturbance or destruction of indigenous fauna.

When a species identification is in doubt, it must be confirmed before control is undertaken.

Vehicles on site are to be roadworthy and should not discharge oil and fuel onto the site.

Vehicles on site are to travel slowly and with minimal damage/gouging into the soil.

When working on or near the roads, visible safety beacons are to be displayed.

No littering or fouling of the site area is permitted by the contractor/workmen.

No harvesting of fauna or flora considered to be of medicinal value is permitted in any area.

Every effort is to be made to ensure the safety of visitors, and commuters in and around the work site.

Any alien trees felled without applying herbicide need to be recut horizontally before application of herbicide.

Trees felled are to be cut as close to their ground base as possible.

Every effort should be made to leave site in a good state and with minimal disturbance to the natural area.

Every effort should be made to limit disturbing the peace when working in close proximity to residential areas.

All fire control best practices to be adhered to.

3. Background

Biodiversity of the City of Mbombela Municipal area (COMMA) is particularly vulnerable to the threats posed by invasive alien species (IAS). The spread of IAS can eventually result in losses of economically important species and endemism, as well as threats to the survival of local biodiversity. These threats to biodiversity also affect the ecosystem functions and the cultural and economic uses made of biodiversity by local communities. The The complexity and difficulty of managing Invasive Alien Species (IAS) in the City of Mbombela requires that a strategic approach be adopted to boost and coordinate efforts to control such invasive species.

4. Statement of Requirements

4.1 General

4.1.1 The Service provider shall be familiar with and apply all standard practices as applied in the green

industry.

4.1.2 All work must be completed to the satisfaction of the Project Manager and any questions with regard

to proper procedures or quality of workmanship must be resolved by the Project Manager.

The following criteria will apply to the successful bidder:

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On-going Monitoring and Verification

Data capture relating to IAP control (including through the use of fire) is to submitted on a

monthly basis (as per template provided).

Evaluate and assess all work in order to improve outputs and include in relevant reports.

Mapping of all IAP control operations, including burn scars. A relevant geographic information system (GIS) to be used for capture, analysis and presentation of spatial data is required. Maps

and shapefiles to be submitted together with monthly reports.

Community Liaison

Liaise with stakeholders including local authorities, community members, land

owners and councillors.

Establish an understanding of community ideas and aspirations prior to initiating projects

Work with the municipality and the community to ensure successful project initiation and implementation.

Provide information to land owners/community members regarding the nature of the project and the legal and environmental requirements for control of invasive alien plants.

Monthly Progress Reporting

Monthly progress reports are to include:

Invasive Alien Plant Control

Place name: Name and locality of area of work.

Management block: Each management block on site plan to be numbered/named.

Map number(s): Maps and for each area cleared/burned to be included and shape files to accompany.

Extent: Area cleared in square meters for each block.

Time: Days taken for team(s) to clear these areas.

Species data: IAPs encountered with approximate densities for top ten IAP species.

Densities for each of the top ten invader plant species to be indicated on separate maps for each block cleared. Maps to be appended.

Emerging weeds: Lists of potentially new or emerging weeds encountered.

Research projects.

Control methods: Notes on control methods used for each species.

Other notes: Other relevant information including problems encountered.

Details as above for all fire control activities implemented.

Monthly key performance indicators (KPIs) relating to staff numbers and demographics including a breakdown of project spend, person days worked, and training undertaken.

In addition, all required data for the Expanded Public Works Programme (EPWP) reporting, are to be submitted monthly to the municipality.

Annual Progress Reporting

Submit detailed year-end reports at the end of each municipal financial year (31 June). The reports should include the following:

Detailed financial account:

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Provide accounted lists of all expenses, payments, wages (including UIF and COIDA related payments) etc.

A full independent audit, verifying relevant expenses and other financial transaction details, is to be included and submitted.

IAP and fire control:

Summary of the information supplied in monthly reports, giving an overview of how and where the work was undertaken, as well as square meters cleared, locality details

and IAP species encountered including maps.

Details of where and when follow-up control is to take place (to be agreed upon in conjunction with staff from the Municipality), including maps.

A full annual independent audit, summarising the monthly reports, which verifies where and how implemented IAP control and fire management took place, is to be

undertaken at bidder’s own cost, and submitted.

4.2 Damages

4.2.1 The Service providers shall inform council of any damages caused by the service

providers operations on the day such damages occur.

4.2.2 Any damage to property as the result of the Service providers operations shall be the

responsibility of the Service providers.

4.2.3 Should the damage not be rectified within the time agreed upon or to the satisfaction of the Project Manager the City of Mbombela reserves the right to repair or replace that which was damaged and deduct these costs from any payment due to the Service providers.

4.3 Safety

4.3.1 The service provider must submit an OHS file within 30 days after an appointment letter is issued. 4.3.2 All reasonable care shall be taken to prevent injury to people or damage to property by

ensuring that equipment is properly maintained and regular safety checks performed to ensure

they are in good working order and equipped with the required safety devices.

4.3.3 The Service providers shall provide adequate barricades, flag person(s), signs and/or warning

devices during the performance of the Contract to protect motorists and pedestrians. All placements

of cones, signs and barricades must conform to the Traffic Safety Standards.

4.3.4 The Service providers shall neatly stack all branches and debris so as not to endanger or

interfere with vehicular or pedestrian traffic.

4.3.5 Any accident, however minor, shall be verbally reported to the Project Manager followed by a written report within 24 hours. 4.3.6 The Service providers shall comply with the OHS act.

4.3.7 The Service providers shall: Ensure all employees have suitable equipment PPE equipment for IAP and fire control.

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Comply with all relevant OHS legislation and regulations, as well as the conditions stated in the following (see also ‘minimum requirements’ and ‘supporting documentation’ sections of this document): The certificate for registration as a pest control operator (limited weeds controller) according to the “Fertilizers Farm Feeds, Agricultural Remedies and Stock Remedies Act”, Act No. 36 of 1947 of the Department of Agriculture, Forest and Fisheries. Occupational Health and Safety Act (Act 85 of 1993). 4.4 Equipment and Personnel

4.4.1 The Service provider shall ensure that all equipment, machinery and vehicles are in good operating

condition, adequately silenced in accordance with the manufacturers specifications, free of oil and

fuel leaks and shall not produce smoke in excess of the Regulations of the Environmental Conservation Act 73/1989.

4.4.2 The Service provider shall further ensure that workers have suitable transport or receive remuneration for transport to enable to report to work on time, and to ensure vehicles are available on site for emergency purposes 4.4.3 The Service provider shall comply as follow:

Equipment

Ensure all employees have suitable equipment and necessary tools for efficient and effective IAP control, including:

o Personal Protection Equipment (PPE); o IAP control tools; o Firefighting PPE and equipment.

Herbicides

Ensure appropriate herbicide use, as per guidelines issued by product manufacturers and the Municipality, and:

o Ensure appropriate safety containers and materials are available and in use in order to prevent or deal with accidental herbicide spills;

o Provide the necessary storage containers for tools and other equipment; o Ensure the appropriate safety and directional signage are available and in use at all

sites.

o Ensure that safety data sheets are available on site. o Ensure safe/appropriate disposal of empty containers (disposal certificate supplied).

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List of herbicides to applied per species as per council policy

Species Size class Treatment Herbicide Estimated

Product

Litres / Ha

(or kg)

Sisal hemp (Agave

sisalana)

All Growth

point

glyphosate (isopropylamine) 360

g/L SL Glyph 360 SL (L4767),

Roundup 360 SL (L407),

6.00

Invading ageratum

(Ageratum

conyzoides)

All Foliar spray triclopyr (butoxy ethyl ester) 480

g/L EC Garlon 480 EC (L4916) 4.00

Tree-of-heaven

(Ailanthus altissima)

Mature/Adult Cut stump /

Frill

Picloram /Triclopyr 50 /50

Triclopyr g/L ME Kaput 100 Gel

(L8855)

Moth catcher (Arauija

sericifera)

Seedlings Hand pull None

Seedlings

and

regrowth

Foliar spray triclopyr (butoxy ethyl ester) 480

g/L EC Garlon 480 EC (L4916) 4.00

Dutchman's pipe

(Aristolochia elegans)


Seedlings

and

regrowth


g/L EC Garlon 480 EC (L4916)

4.00

Mature/Adult

vine

Cut stump triclopyr (butoxy ethyl ester) 480


Giant reed (Arundo

donax)

New shoots

and Adult

Hand

remove

including

roots

None

Adult Foliar spray glyphosate (isopropylamine) 360

g/L SL Glyph 360 SL (L4767),

Roundup 360 SL (L407),

6.00

Ballon vine

(Cardiospermum

grandiflorum)


Seedlings

and

regrowth



4.00

Mature/Adult Cut stump triclopyr (butoxy ethyl ester) 480


Queen of the Night

(Cereus jamacaru)

All Full cover

spray

MSMA 720g/L SL MSMA 720 SL

(L7279)

6.00

Small Direct inject MSMA 720g/L SL MSMA 720 SL

(L7279)

Triffid weed

(Chromalaena

odorata)


Seedlings

and

regrowth


g/L EC Garlon 480 EC (L4916

4.00

Mature/Adult Cut stump triclopyr (butoxy ethyl ester) 480


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American silky oak

(Grevillia robusta)


All Cut stump /

Frill



(L8855)

Night blooming cereus

(Hylocereus undatus)

All Full cover

spray

MSMA 720g/L SL MSMA 720 SL

(L7279)

6.00

Small Direct inject MSMA 720g/L SL MSMA 720 SL

(L7279)

Morning glory

(Ipomoea indica)


Seedlings

and

regrowth



4.00

Mature/Adult

vine



Moonflower (Ipomoea

alba)


Seedlings

and

regrowth



4.00

Mature/Adult

vine



Jacaranda (Jacaranda

mimosifolia)


All Cut stump /

Frill

imazapyr 100 g/L SL Chopper 100 SL

(L3444), Hatchet 100 SL (L7409 12.00

Lantana (Lantana

camara)

All Foliar spray fluroxypyr / picloram 80 / 80 g/L

ME Plenum 160 ME (L7702)

4.00 Mature /

Adult

Cut stump /

Frill



(L8855)

Leucaena (Leucaena

leucocephala)

All Foliar spray fluroxypyr / picloram 80 / 80 g/L

ME Plenum 160 ME (L7702)

Mature /

Adult

Cut stump /

Frill



(L8855)

Syringa (Melia

azedarach)

All Cut srump /

Frill



(L8855)

Indigo berry

(Passiflora suberosa)


Seedlings

and

regrowth



4.00


Frill

triclopyr (butoxy ethyl ester) 480

g/L EC Garlon 480 EC )

Granadilla (Passiflora

subpeltata)


Seedlings

and

regrowth


g/L EC Garlon 480 EC (L4916) 4.00

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Frill



Guava (Psidium

guajava)


Mature /

Adult

Cut stump /

Frill

fluroxypyr / picloram 80 / 80 g/L

ME Plenum 160 ME (L7702) 4.00

Caster-oil plant

(Ricinus communis)

Seedings Foliar spray triclopyr (butoxy ethyl ester) 480


3.00

All Cut stump /

Frill



Bloodberry (Rivinia

humilis)

All Cut stump /

Frill



(L8855)

Peanut butter cassia

(Senna didymobotrya)

Seedling

<1m

Hand pull

NB: keep

roots off

the ground

None

Mature Cut

stump/frill



(L8855)

Red sesbania

(Sesbania punicea)

Seedlings

and coppice

to 1m

Foliar spray

NB:

Contact

Working

for Water

(Daleen

Strydom)

for bio-

control.



4.00

Adult Cut stump

NB:

Contact

Working

for Water

(Daleen

Strydom)

for bio-

control.



Bug weed (Solanum

elaeagnifolium)

Seedling

<1m

Hand pull

NB: keep

roots off

the ground

None

Seedling 0.5

to 1m and

Coppice



4.00

Mature Cut

stump/frill



Bug weed (Solanum

mauritianum)

Seedling

<1m

Hand pull

NB: keep

roots off

the ground

None

Seedling 0.5

to 1m and

Coppice


g/L EC Garlon 480 EC (L4916) 4.00

19

Mature Cut

stump/frill



Potato creeper

(Solanum

seaforthianum)

Seedling

<1m

Hand pull

NB: keep

roots off

the ground

None

Seedling 0.5

to 1m and

Coppice



4.00

Mature Cut

stump/frill



Yellow bells (Tecoma

stans)


Seedlings

and

regrowth



4.00


Frill



Yellow oleander

(Thevetia peruviana)

Seedling

<1m

Hand pull

NB: keep

roots off

the ground

None

Seedling 0.5

to 1m and

Coppice



4.00

Mature Cut stump triclopyr (butoxy ethyl ester) 480


Mexican sunflower

(Thithonia diversiflolia)

Seedling

<1m

Hand pull

NB: keep

roots off

the ground

None

Seedling 0.5

to 1m and

Coppice



4.00

Mature Cut

stump/frill



Toon tree (Toona

ciliata)

Seedling 0.5

to 1m and

Coppice



4.00

Mature Cut

stump/frill



Staff Training

Proof of accredited training in the following skills must be provided (SETA accredited):

Invasive Alien Plant and Weed Control;

Invasive Alien Plant Impacts;

Manual control methods;

Herbicide Application and Advanced Herbicide Use;

Mechanical control methods (including chainsaw and brush-cutter operations);

20

Fire control;

Basic invasion ecology.

Proof of accredited training in the following in the following skills must be provided:

First aid: basic;

First aid: Level 1;

Fire fighting: Advanced Veld & Forest Fire, Block burns, Tracer belts

and Firebreaks;

Chain saw Operator, Brushcutter Operator and Machine Maintenance;

Driver Advanced PDP;

Leadership skills.

4.5 Public Liability & Workmen’s Compensation

4.5.1 The successful service provider must submit a current letter of good standing from the Workmen’s

Compensation Fund.

4.5.2 Provide Full Public Liability Insurance including Spread of Fire Cover which covers claims arising from a fire spreading from one property to a neighbouring property.

4.6 Legislation

4.6.1 All work shall comply with National, Provincial and Municipal legislation including the most current

revision of the Occupational Health and Safety Act. The onus is on the Service provider to familiarize

himself/herself with the relevant legislation and will be held responsible for any contravention by his/her employee/s. 4.6.2 The service provider will comply to the National Environmental Management: Biodiversity Act

(10/2004): Alien and Invasive Species Regulations, 2014.

4.6.3 Salaries and wages must comply with minimum wage standards according to the labour act.

4.6.4 The service provider must pay his staff irrespective whether paid by council.

5 Implementation Timetable, Completion of Work & Penalties

5.1 Work shall commence within 5 days of receipt of an official order except in emergency cases at the discretion of the project manager. 5.2 The Service provider must provide and agree with the City of Mbombela’s Project Manager on a works programme showing the start & finish date after receiving an official order.

5.3 Work must be completed in accordance with the approved works programme, failing which a penalty of 5% (of the value of the order) per working day will be deducted from any monies due to the Service provider.

6 Awarding of tender

21

6.1 Council reserve the right to award the project to multiple service providers.

7 Minimum Requirements

The successful service provider will further:

• Have expertise with regard to invasive alien plant (IAP) control (minimum of 3 years), including the use of machinery for large tree removal, use of herbicides for high success rates and fire control for optimal ecosystem management;

• Have a traceable track record, of large scale control of IAPs, and fire management (including controlled burns and fire breaks);

• Given the scope, size and budget of the project, the service provider should include a full professional support team that are based locally, which includes at minimum, an operations manager, supervisor/s (one per team) on site;

• Provide teams to be permanently stationed at satellite bases (including Sonheuwel Nature Reserve, Steiltes Nature Reserve and Rhymers Creek Park);

• Have suitable vehicles modified for transporting crews safely and efficiently, and be modified for use with the required IAP and fire control. Crews will need to be highly mobile in order to target critical biodiversity areas;

• Have a strong project management track record (this is essential for the coordination of teams on the ground, including their procurement, payment, training and mentoring);

• Provide Full Public Liability Insurance including Spread of Fire Cover which covers claims arising from a fire spreading from one property to a neighbouring property.

• Provide on appointment a written undertaking to comply with the requirements of the Occupational Health and Safety Act (Act 85 of 1993) and other applicable legislation to be submitted, including copies of letters of appointment and acceptance as required in terms of the Occupational Health and Safety Act (Act 85 of 1993).

• Have a valid certificate for registration as a pest control operator (limited weeds controller) according to the “Fertilizers Farm Feeds, Agricultural Remedies and Stock Remedies Act”, Act No. 36 of 1947 of the Department of Agriculture, Forest and Fisheries.

• Have a sound knowledge and understanding of the mapping of IAP control operations. Mapping of all IAP control operations, including all burn scars is required, by means of a relevant geographic information system (GIS). Use of GIS tools for spatial analysis and data presentation is essential to ensure timely and cost effective follow-up operations. This to ensure efficient and effective spend of public funds.

Experience in working with South African government institutions and other entities are required.

Only service providers that meet the above are then assessed, using a scoring system based on the points below: Response to:

Level of Understanding

Project proposal demonstrates an understanding of the brief, and what is required to

achieve the project outcomes.

Proposed methodology

Include the proposed:

project approach (for all anticipated items as outlined in the ‘deliverables’

22

section);

method;

process and plan with proposed timelines for deliverables for completion of

the work.

Expertise and experience:

Experience with similar projects

Provide detailed evidence, explanations and/or samples of:

expertise in the relevant field;

o large scale IAP control and veld-fire management programmes;

o large scale project management including scope management and planning,

time management, budgeting, reporting, mapping, procurement, quality

control, and risk management.

Please ensure that the quotation is valid for a period of 3 years from the date

of appointment.

Capacity and capability:

Operational plans and resources.

Clearly show how plans will be implemented

In the case of an association / joint venture / consortium, it should indicate

how the duties and responsibilities are to be shared. The service provider

must also indicate where key personnel are based.

Equipment and vehicles, and back-up resources.

List all available resources (e.g. vehicles, chainsaws, brush cutters, fire-fighting

equipment, computers, GPS units etc.) and provide detailed notes about

back-up options in instances of failure of named resources as well as plans for

maintenance so that work is not compromised.

6. Pre-Qualification Criteria 6.1 Prospective tenderers will initially be evaluated according to:

6.1.1 Level of Understanding (Project proposal demonstrates an understanding of the brief);

6.1.2 Proposed methodology (project approach for all anticipated items as outlined in the

‘deliverables’ section; methods; process and plan with proposed timelines for deliverables for

completion of the work);

6.1.3 Expertise and experience (Experience with similar projects, detailed evidence – reference

letter from previous clients, explanations and CV’s and qualifications of key personnel in the

relevant field);

6.1.4 Equipment and vehicles, and back-up resources (vehicles, chainsaws, brush cutters,

fire-fighting equipment, computers, GPS units etc.)

6.2 The tenderer must score a minimum of 9 points out of 18 points to be eligible for further evaluation (in terms of price functionality and preferential procurement points). Bidders scoring less than 12 points will not be further considered. 6.3 Points will be awarded based on an inspection and information provided by contractor.

23

7 Information to be provided by the Tenderer

7.1 Certified traceable track record, of large scale control of IAPs, and fire management (including controlled burns and fire breaks);

7.2 Certified proof of ownership of suitable vehicles modified for transporting crews safely and efficiently, and be modified for use with the required IAP and fire control.

7.3 Certified proof of a strong project management track record (this is essential for the coordination of

teams on the ground, including their procurement, payment, training and mentoring);

7.4 Certified written undertaking to comply with the requirements of the Occupational Health and Safety Act (Act 85 of 1993) and other applicable legislation to be submitted;

7.5 Certified valid certificate for registration as a pest control operator (limited weeds controller) according to the “Fertilizers Farm Feeds, Agricultural Remedies and Stock Remedies Act”, Act No. 36 of 1947 of the Department of Agriculture, Forest and Fisheries;

7.6 References of Experience in working with South African government institutions or other entities are required.

7.7 Sworn affidavit of the list all available resources (e.g. vehicles, chainsaws, brush cutters, fire-fighting

equipment, computers, GPS units etc.) and provide detailed notes about back-up options in

instances of failure of named resources as well as plans for maintenance so that work is not

compromised.

NB: Failing to submit all the above documents will mean immediate disqualification.

8 PRE-QUALIFICATION SCORE SHEET

Prospective tenderers will initially be evaluated according to the criteria as set out below.

8.1 The bidder must score a minimum of 75 points out of 100 points to be eligible for further evaluation (in terms of price functionality and preferential procurement points). Tenderers scoring less than 75 points will not be evaluated any further.

8.2 Points will be awarded based on information provided by contractor.

24

FOR OFFICIAL USE ONLY

Evaluation Criteria

Maximum

Points Attainable

Points awarded

8.1

Level of Understanding (Project proposal demonstrates an understanding of the

brief)

8.1.1 Poor Points 1

5

8.1.2 Satisfactory Points 3

8.1.3 Excellent Points 5

8.2

Proposed methodology (project approach (for all anticipated items as outlined in the

‘deliverables’ section; methods; process and plan with proposed timelines for

deliverables for completion of the work)

8.2.1 Poor Points 1

5

8.2.2 Satisfactory Points 3

8.2.3 Excellent Points 5

8.3

Equipment and vehicles, and back-up resources (vehicles, chainsaws, brush cutters,

fire-fighting equipment, computers, GPS units etc.)

8.3.1 1 ton LDV Points 15

90

8.3.2 Vehicle modified for

transporting crews

Points 15

8.3.3 5 x Brush cutter

(2 points per equipment)

Points 10

8.3.4 5 x Chainsaws

(2 points per equipment)

Points 10

8.3.5 Fire-fighting equipment Points 15

8.3.6 3 x Computers

(5 points per computers)

Points 15

8.3.7 2 x GPS units

(5 points per GPS unit)

Points 10

TOTAL

100

25

9. SCHEDULE OF PLANT AND EQUIPMENT – Minimum Resources Required

NB: Bidders should note that unit prices will be used for price evaluation. Specified quantities will be specified when an official order is issued on an ad-hoc basis as indicated in the bid document. UNIT RATES AND STANDARDS

Service Rendered Unit

1. Initial clearing Light density (10%) Rate per h/a

2. Initial clearing Medium density (15%) Rate per h/a

3. Initial clearing High density (25%) Rate per h/a

4. Initial clearing Very High density (50%) Rate per h/a

5. First follow-up clearing Rate per h/a

6. Second follow-up clearing Rate per h/a

10 Pricing Schedule

10.1 The tendered price must include all expenses (disbursements and costs, e.g. overheads, accommodation etc)

that may be required in and for the execution of the work described in the specification. It shall also cover the cost

cost of all general risks, liabilities and obligations set forth or implied in the contract, as well as overhead charges

and profit (in the event that the tender is successful). The tendered price will be final and binding.

Service Description Unit of measure Unit Price Vat

Exl.

15 % Vat Unit Price Vat Incl.

Initial clearing Light density (10%) Rate per h/a

Initial clearing Medium density (15%) Rate per h/a

Initial clearing High density (25%) Rate per h/a

Initial clearing Very High density (50%) Rate per h/a

First follow-up clearing Rate per h/a

Second follow-up clearing Rate per h/a

TOTAL BID PRICE (Incl. VAT) R __________________

26

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 CASE WHERE DIFFERENT DELIVERY POINTS INFLUENCES THE PRICING, A

SEPARATE PRICING SCHEDULE MUST BE SUBMITTED FOR EACH DELIVERY POINT

Name of bidder……………………………………………… Bid number: 132/2017 Closing Time 11:00 on 5 JULY 2018

OFFER TO BE VALID FOR 90 DAYS FROM THE CLOSING DATE OF BID. ITEM NO. QTY DESCRIPTION BID PRICE IN RSA CURRENTLY

(INCLUDING VAT) - Required by …………………………………….. - At: …………………………………….. …………………………………….. - Brand and model …………………………………….. - Country of origin …………………………………….. - Does the offer comply with specification? *YES/NO - If not to specification, indicate deviation(s) …………………………………….. - Period required for delivery …………………………………….. *Delivery: Firm/not firm - Delivery basis (all delivery costs must be included in the bid price) …………………………………….. Note: All delivery costs must be included in the bid price, for delivery at the prescribed destination. Any enquiries regarding the bidding procedure may be directed to: Procurement Enquiry: Nomsa Ndukuya or Technical information – Jacques Nel P.O Box 45 P.O Box 45 Mbombela Mbombela 1200 1200 Tel: 013 759 9052 Tel: 013 759 2295

27

DECLARATION OF INTEREST

1. No bid will be accepted from persons in the service of the state* 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 bidder or his or her representative: …………………………………………………….. 3.2 Identity Number: ………………………………………………………. 3.3 Position occupied in the Company (director, trustee, hareholder²):…………… 3.4 Company Registration Number: ……………………………………. 3.5 Tax Reference Number: ……………………………………………... 3.6 VAT Registration Number: …………………………………… 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* YES / NO 3.8.1 If so, furnish particulars. ………………………………………………………. ………………………………………………………. 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. 3.9 Have you been in the service of the state for the past twelve months? YES / NO 3.9.1 If so, furnish particulars ………………………………………………………. ………………………………………………………. 3.10 Do you, have any relationship (family, friend, other) with persons in the service of the state and who may

28

be involved with the evaluation and or adjudication of this bid? YES / NO 3.10.1 If so, furnish particulars …………………………………………………………… …………………………………………………………… 3.11 Are you, aware of any relationship (family, friend, other) Between a bidder and any persons in the service of the state and who may be involved with the evaluation and or adjudication of this bid? YES / NO 3.11.1 If so, furnish particulars …………………………………………………………… …………………………………………………………… 3.12 Are any of the company’s directors, managers, principle shareholders or stakeholders in the service of the state? YES / NO 3.12.1 If so, furnish particulars. ………………………………………………….. ………………………………………………….. 3.13 Are any spouse, child or parent of the company’s directors, managers, principle shareholders or stakeholders in the service of the state? YES / NO 3.13.1 If so, furnish particulars. ………………………………………………….. …………………………………………………..

29

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

Full Name Identity Number State Employee Number

CERTIFICATION

I, THE UNDERSIGNED……………………………………………………………………………

CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM IS CORRECT.

I ACCEPT THAT THE STATE MAY ACT AGAINST ME SHOULD THIS DECLARATION PROVE TO BE

FALSE.

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

Signature Date

………………………………………. …………………………………………………

Capacity Name of bidder

30

MBD 6.1 PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2017 This preference form must form part of all bids invited. It contains general information and serves as a claim form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) Status Level of Contribution NB: BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL CONDITIONS,

DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF B-BBEE, AS PRESCRIBED IN THE PREFERENTIAL PROCUREMENT REGULATIONS, 2017.

1. GENERAL CONDITIONS 1.1 The following preference point systems are applicable to all bids: 1.2 The following preference point systems are applicable to all bids:

- the 80/20 system for requirements with a Rand value of up to R50 000 000 (all applicable taxes included); and

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

1.3 The value of this bid is estimated not to exceed R50 000 000 (all applicable taxes included) and therefore the 80/20 system shall be applicable.

1.4 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

1.3.1.2 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;

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;

31

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 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 or

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 Good Practice

on Black Economic Empowerment, issued in terms of section 9(1) of the Broad Based Black Economic

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

2.17 “trust” means the arrangement through which the property of one person is made over or be

queathed to a trustee to administer such property for the benefit of another person; and

2.18 “trustee” means any person, including the founder of a trust, to whom property is bequeathed in

order for such property to be administered for the benefit of another person.

3. ADJUDICATION USING A POINT SYSTEM

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

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

into account all factors of non-firm prices and all unconditional discounts;.

3.3 Points scored must be rounded off to the nearest 2 decimal places.

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

one scoring the highest number of preference points for B-BBEE.

3.5 However, when functionality is part of the evaluation process and two or more bids have scored

equal points including equal preference points for B-BBEE, the successful bid must be the one

scoring the highest score for functionality.

32

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

4. POINTS AWARDED FOR PRICE

4.1 THE 80/20 OR 90/10 PREFERENCE POINT SYSTEMS

A maximum of 80 or 90 points is allocated for price on the following basis:

80/20 or 90/10

or

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

Contributor

Number of points

(80/20 system)

1 20

2 18

3 14

4 12

5 8

6 6

7 4

8 2

Non-compliant contributor 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.

min

min180

P

PPtPs

min

min190

P

PPtPs

33

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 sub- contractor is an EME that has the capability and ability to execute the sub-contract.

5.8 A person awarded a contract may not sub-contract more than 25% of the value of the contract to any other enterprise that does not have an equal or higher B-BBEE status level than the person concerned, unless the contract is sub-contracted to an EME that has the capability and ability to execute the sub-contract.

6. BID DECLARATION 6.1 Bidders who claim points in respect of B-BBEE Status Level of Contribution must complete the following:

7. B-BBEE STATUS LEVEL OF CONTRIBUTION CLAIMED IN TERMS OF PARAGRAPHS 1.3.1.2

AND 5.1

7.1 B-BBEE Status Level of Contribution: ……. = ……… (Maximum of 10 or 20 points)

(Points claimed in respect of paragraph 7.1 must be in accordance with the table reflected in

paragraph 5.1 and must be substantiated by means of a B-BBEE certificate issued by a

Verification Agency accredited by SANAS or a Registered Auditor approved by IRBA or an

Accounting Officer as contemplated in the CCA).

8 SUB-CONTRACTING

8.1 Will any portion of the contract be sub-contracted? YES / NO

8.1.1 If yes, indicate:

(i) what percentage of the contract will be subcontracted? ....……%

(ii) the name of the sub-contractor? …………………………………

(iii) the B-BBEE status level of the sub-contractor?.......................

(iv) whether the sub-contractor is an EME? YES / NO

9 DECLARATION WITH REGARD TO COMPANY/FIRM

9.1 Name of 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]

34

9.5 DESCRIBE PRINCIPAL BUSINESS ACTIVITIES

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

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

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

9.6 COMPANY CLASSIFICATION

Manufacturer

Supplier

Professional service provider

Other service providers, e.g. transporter, etc. [TICK APPLICABLE BOX] 9.7 MUNICIPAL INFORMATION Municipality where business is situate…………………………………… Registered Account Number…………………….................................... Stand Number ………………………………………………. 9.8 TOTAL NUMBER OF YEARS THE COMPANY/FIRM HAS BEEN IN BUSINESS? ……. 9.9 I/we, the undersigned, who is / are duly authorised to do so on behalf of the company/firm,

certify that the points claimed, based on the B-BBE status level of contribution indicated in paragraph 7 of the foregoing certificate, qualifies the company/ firm for the preference(s) shown and I / we acknowledge that:

(i) The information furnished is true and correct; (ii) The preference points claimed are in accordance with the General Conditions as

indicated in paragraph 1 of this form. (iii) In the event of a contract being awarded as a result of points claimed as shown in

paragraph 7, the contractor may be required to furnish documentary proof to the satisfaction of the purchaser that the claims are correct;

(iv) If the B-BBEE status level of contribution has been claimed or obtained on a fraudulent basis or any of the conditions of contract have not been fulfilled, the purchaser may, in addition to any other remedy it may have –

(a) disqualify the person from the bidding process; (b) recover costs, losses or damages it has incurred or suffered as a result of

that person’s conduct; (c) cancel the contract and claim any damages which it has suffered as a

result of having to make less favourable 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 obtaining business from any organ of state for a period not exceeding 10 years, after the audialterampartem (hear the other side) rule has been applied; and

(e) forward the matter for criminal prosecution

35

WITNESSES: 1. …………………………………… …................................................. SIGNATURE(S) OF BIDDER(S) 2. ……………………………………

DATE:……………………….. ADDRESS:.......................... ……………………………….. ………………………………..

36

MBD 7.2 CONTRACT FORM - RENDERING OF SERVICES THIS FORM MUST BE FILLED IN DUPLICATE BY BOTH THE SERVICE PROVIDER (PART 1) AND THE PURCHASER (PART 2). BOTH FORMS MUST BE SIGNED IN THE ORIGINAL SO THAT THE SERVICE PROVIDER AND THE PURCHASER WOULD BE IN POSSESSION OF ORIGINALLY SIGNED CONTRACTS FOR THEIR RESPECTIVE RECORDS.

PART 1 (TO BE FILLED IN BY THE SERVICE PROVIDER) 1. I hereby undertake to render services described in the attached bidding documents to (name of the

institution)……………………………………. in accordance with the requirements and task directives / proposals specifications stipulated in Bid Number………….……….. at the price/s quoted. My offer/s remain binding upon me and open for acceptance by the Purchaser during the validity period indicated and calculated from the closing date of the bid.

2. The following documents shall be deemed to form and be read and construed as part of this

agreement:

(i) Bidding documents, viz - Invitation to bid; - Tax clearance certificate; - Pricing schedule(s); - Filled in task directive/proposal; - Preference claims for Broad Based Black Economic Empowerment Status Level of

Contribution in terms of the Preferential Procurement Regulations 2017; - Declaration of interest; - Declaration of Bidder’s past SCM practices; - Certificate of Independent Bid Determination; - Special Conditions of Contract;

(ii) General Conditions of Contract; and (iii) Other (specify)

3. I confirm that I have satisfied myself as to the correctness and validity of my bid; that the price(s) and rate(s) quoted cover all the services specified in the bidding documents; that the price(s) and rate(s) cover all my obligations and I accept that any mistakes regarding price(s) and rate(s) and calculations will be at my own risk.

4. I accept full responsibility for the proper execution and fulfilment of all obligations and conditions

devolving on me under this agreement as the principal liable for the due fulfilment of this contract. 5. I declare that I have no participation in any collusive practices with any bidder or any other person

regarding this or any other bid. 6. I confirm that I am duly authorised to sign this contract.

NAME (PRINT) ……………………………. CAPACITY …………………………….

SIGNATURE ……………………………. NAME OF FIRM …………………………….

DATE …………………………….

WITNESSES

1 …….……………………

2 ……….…………………

DATE: ………………………..

37

MBD 7.2 CONTRACT FORM - RENDERING OF SERVICES PART 2 (TO BE FILLED IN BY THE PURCHASER) 1. I……………………………………………. in my capacity as……………………...…………accept your

bid under reference number ………………dated………………………for the rendering of services indicated hereunder and/or further specified in the annexure(s).

2. An official order indicating service delivery instructions is forthcoming. 3. I undertake to make payment for the services rendered in accordance with the terms and conditions

of the contract, within 30 (thirty) days after receipt of an invoice.

DESCRIPTION OF SERVICE

PRICE (ALL APPLICABLE TAXES INCLUDED)

COMPLETION DATE

B-BBEE STATUS LEVEL OF CONTRIBUTION

MINIMUM THRESHOLD FOR LOCAL PRODUCTION AND CONTENT (if applicable)

4. I confirm that I am duly authorised to sign this contract.

SIGNED AT …………………………………… ON ……………………………….. NAME (PRINT) …………………………………………. SIGNATURE ………………………………………… OFFICIAL STAMP

MBD 8

WITNESSES

1 ….…………………………

2 …..………………………

DATE: ………………………

38

MBD 8 DECLARATION OF BIDDER’S PAST SUPPLY CHAIN MANAGEMENT PRACTICES

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

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

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

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

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

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

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

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

with the bid.

Item Question Yes No

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

as a company or person prohibited from doing business with the public

sector?

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

Yes

No

4.1.1 If so, furnish particulars:

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

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

Yes

No


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

Yes

No

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

39


Item Question Yes No

4.4 Does the bidder or any of its directors owe any municipal rates and taxes or municipal charges to the municipality / municipal entity, or to any other municipality / municipal entity, that is in arrears for more than three months?

Yes

No


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

Yes

No


CERTIFICATION

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

CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM TRUE AND CORRECT.

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

………………………………………... …………………………..

Signature Date

………………………………………. …………………………..

Position Name of Bidder

40

MBD 9

CERTIFICATE OF INDEPENDENT BID DETERMINATION

1 This Municipal Bidding Document (MBD) must form part of all bids¹ invited.

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

between, or concerted practice by, firms, or a decision by an association of firms, if it is between

parties in a horizontal relationship and if it involves collusive bidding (or bid rigging).² Collusive

bidding is a pe se prohibition meaning that it cannot be justified under any grounds.

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

measures for the combating of abuse of the supply chain management system, and must enable the

accounting officer, among others, to:

a) take all reasonable steps to prevent such abuse; b) reject the bid of any bidder if that bidder or any of its directors has abused the supply chain

management system of the municipality or municipal entity or has committed any improper conduct in relation to such system; and

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

4 This MBD serves as a certificate of declaration that would be used by institutions to ensure that, when bids are considered, reasonable steps are taken to prevent any form of bid-rigging.

5 In order to give effect to the above, the attached Certificate of Bid Determination (MBD 9) must be completed and submitted with the bid:

¹ Includes price quotations, advertised competitive bids, limited bids and proposals.

² Bid rigging (or collusive bidding) occurs when businesses, that would otherwise be expected to

compete, secretly conspire to raise prices or lower the quality of goods and / or services for

purchasers who wish to acquire goods and / or services through a bidding process. Bid rigging is,

therefore, an agreement between competitors not to compete.

41

MBD 9

CERTIFICATE OF INDEPENDENT BID DETERMINATION

I, the undersigned, in submitting the accompanying bid:

________________________________________________________________________

(Bid Number and Description)

in response to the invitation for the bid made by:

__________________________________________________________________________

(Name of 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;

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

42

MBD 9

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

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

(a) prices; (b) geographical area where product or service will be rendered (market allocation) (c) methods, factors or formulas used to calculate prices;

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

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

bid; or

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

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

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

³ Joint venture or Consortium means an association of persons for the purpose of combining their

expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract.

10. I am aware that, in addition and without prejudice to any other remedy provided to combat any restrictive practices related to bids and contracts, bids that are suspicious will be reported to the Competition Commission for investigation and possible imposition of administrative penalties in terms of section 59 of the Competition Act No 89 of 1998 and or may be reported to the National Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting business with the public sector for a period not exceeding ten (10) years in terms of the Prevention and Combating of Corrupt Activities Act No 12 of 2004 or any other applicable legislation.

………………………………………… ………………………………

Signature Date

……………………………………… ….……………………………

Position Name of Bidder

43

AUTHORITY TO SIGN A BID

COMPANIES AND CLOSE CORPORATIONS

a. If a Bidder is a COMPANY, a certified copy of the resolution by the board of directors, duly signed, authorising the person who signs this bid to do so, as well as to sign any contract resulting from this bid and any other documents and correspondence in connection with this bid and/or contract on behalf of the company must be submitted with this bid, that is, before the closing time and date of the bid

b. In the case of a CLOSE CORPORATION (CC) submitting a bid, a resolution by its members, authorizing a member or other official of the corporation to sign the documents on their behalf, shall be included with the bid.

PARTICULARS OF RESOLUTION BY BOARD OF DIRECTORS OF THE COMPANY /

MEMBERS OF THE CC

Date Resolution was taken

Resolution signed by (name and surname)

Capacity

Name and surname of delegated

Authorized Signatory

Capacity

Specimen Signature

Full name and surname of ALL Director(s) / Member (s)

Is a CERTIFIED COPY of the resolution attached? YES NO

SIGNED ON BEHALF OF

COMPANY / CC:

DATE:

PRINT NAME:

WITNESS 1:

WITNESS 2:

2. SOLE PROPRIETOR (SINGLE OWNER BUSINESS)

I, , the undersigned, hereby

Confirm that I am the sole owner of the business trading as

3. PARTNERSHIP

We, the undersigned partners in the business trading as

hereby authorize Mr/Ms to sign this bid as well as any

contract resulting from the bid and any other documents and correspondence in

connection with this bid and /or contract for and on behalf of the abovementioned

partnership.

The following particulars in respect of every partner must be furnished and signed by

every partner:

Full name of partner Signature

SIGNED ON BEHALF OF

PARTNERSHIP:

DATE:

PRINT NAME:

WITNESS 1:

WITNESS 2:

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This returnable schedule is to be completed by JOINT VENTURES

We, the undersigned, are submitting this tender offer in joint venture and hereby authorize Mr/Ms authorized signatory of the Company/Close Corporation/Partnership (name) , acting in the capacity of lead partner, to sign all documents in connection with the tender offer and any contract resulting from it on our behalf. 1. Name of

firm (Lead partner)

Address

Tel. No.

Signature Designation

2. Name of firm

Address

Tel. No.


3. Name of firm

Address:

Tel. No.


4. Name of firm

Address

Tel. No.


NOTE: A copy of the Joint Venture Agreement showing clearly the percentage contribution of each partner to the Joint Venture, shall be appended to this Schedule.

CERTIFICATE OF AUTHORITY FOR JOINT VENTURES

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PHYSICAL ADDRESS OF BUSINESS

...................................................................................................................................... ...................................................................................................................................... ...................................................................................................................................... ...................................................................................................................................... ...................................................................................................................................... In which Local Municipal area is the business located?

...................................................................................................................................... Signature: .........................................................................................................................................

Name: .................... …………………………………………………………………………………

Duly authorised to sign on behalf of: ... ………………………………………………………….. Telephone: ......... …………………………………………………………………………… Fax: …………………………………………………………………………………………… Date: …………………………………………………………………………………

of 47

SUPPLY CHAIN POLICY USING 80/20 PREFERENCE POINT SYSTEM

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B-BBEE STATUS LEVEL OF

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SUB TOTAL 20

TOTAL 100

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