Procurement from R30 000, 00 up to a transaction value of R200 000, 00 (including Vat)
(For publication on Ekurhuleni Metropolitan Municipality Website and Notice Board)
QUOTATION NUMBER: BEQ.HRM.12.91
RE-ADVERT
DESCRIPTION: Appointment of a service provider to edit; proof read and in some instances write copy for the EMM induction packs of the CoE as per specifications
DATE OF ADVERTISEMENT: / 26 JANUARY 2017
CLOSING DATE: / 02 FEBRUARY 2017
CLOSING TIME: BEFORE / 15H00
QUOTATIONS MUST BE DEPOSITED IN BID BOX at CENTRAL PROCUREMENT OFFICE, NO: 5 JUNCTION RD, DRIEHOEK / BOX NUMBER…….25.…
BIDDER
NAME of Company i.e. Proprietor/
Close Corporation/ Partnership/
Sole Proprietor / Legal Name: ______
Trading as: ______
Company i.e. Proprietor /Close Corporation/ Partnership/ Sole Proprietor Registration Number
Ekurhuleni Metropolitan Municipality Vendor Registration Number (if already have)
Central Supplier Database number: (Compulsory) National Treasury
Company i.e. Proprietor/
Close Corporation/ Partnership/
Sole Proprietor Postal Address /
Postal Code ______
Contact Details of the Person Representing the Company i.e. Proprietor /Close Corporation/ Partnership/ Sole Proprietor Registration Number / Name: ______
Telephone: (____) ______Fax: (____) ______
Cell phone: ______
E-mail address: ______
Income Tax Number
VAT Reference Number (if applicable)
SECTION 1
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 3.1: Pricing Schedule – Firm Prices.
· MBD 6.1: Preference Points Claim
· 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.
· Failure to submit a BEE certificate will lead to forfeiture (loss) of the preference points. In the instance of Exempted Micro Enterprise (EME) (turn over less than R 10m) a letter from a professional, registered accountant/auditor or affidavit (download from Dti website: www.thedti.go.za)in order to qualify for preference points.
· Electronic (e-mailed or faxed) quotations are not accepted.
2. A BRIEFING SESSION IS NOT APPLICABLE.
EMM contact person: SIMON MACHABE TEL NO: 011999 6330
SECTION 2
1. The Lowest or any bid will not necessarily be accepted and the EMM reserves the right not to consider any bid not suitably endorsed or comprehensively completed as well as the right to accept a bid in whole or part.
2. Brand names MUST be specified in MBD 3.1” attached hereto (Price Schedule document).
3. Where deliveries are quoted “ex-stock” the period of delivery must not exceed Five (5) maximum working days after receipt of order. If this condition is not adhered to, the order could be cancelled.
4. Quotations are to be completed in accordance with the conditions as set out in the quotation document and must be sealed and externally endorsed with the quotation number and place in the quotation box indicated above.
5. Payments will be made thirty (30) days after receipt of invoice by Council.
6. Quotations received after the closing date and time will not be considered.
7. Samples of the required items or goods are available for your perusal (where applicable)
8. Samples may be requested from bidders before award of quotation (where applicable)
9. Should the above-mentioned conditions not be adhered to the quotation will be considered invalid.
10. Quotation to be valid for 60 days.
VERY IMPORTANT NOTICE ON DISQUALIFICATIONS:
A bid not complying with the peremptory requirements stated hereunder will be regarded as not being an “Acceptable bid”, and as such will be rejected.
“Acceptable bid” means any bid which, in all respects, complies with the conditions of bid and specifications as set out in the bid documents, including conditions as specified in the Preferential Procurement Policy Framework Act (Act 5 of 2000) and related legislation as published in Government Gazette number 22549, dated 10 August 2001, in terms of which provision is made for this policy.
1. If a VALID ORIGINAL TAX clearance certificate or copy thereof (or in the case of a joint venture, of all the partners in the joint venture) has not been submitted with the bid document on closing date of the bid.
2. If any pages have been removed from the bid document, and have therefore not been submitted.
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, 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. If the MBD forms are not completed & submitted, your quotation will be rejected.
7 No quotation will be considered from persons in the service of the state (MBD4).
The bidder attempts to influence, or has in fact influenced the evaluation and/or awarding of the contract
8. The bid has been submitted either in the wrong bid box or after the relevant closing date and time
9. If requested; 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.
10. 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.
11. 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.
12. 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.
13. Not attaching or submitting of required documentations.
14. Price schedule to be completed in full ie: Rates; unit prices; sub-totals; vat if applicable and totals
FORM “E”
SPECIFICATIONS
Ekurhuleni Metropolitan Municipality is not bound to accept the lowest or any quotation and reserves the right to accept the whole or any part of a quotation.
This Bid may be awarded to more than one bidder
1. PROJECT DESCRIPTION
COPYWRITING, EDITING AND PROOF READING - EMM INDUCTION PACKS
2. PROJECT SPECIFICATIONS
The service provider is required to edit, proof read and in some instances write copy for the induction packs of the CoE. The abbreviation of CoE stands for City of Ekurhuleni.
There are three induction packs and you are required to take note of the target audiences and ensure that the material you are proof reading editing/writing copy is applicable to each of the audiences. They are:
(1) Top and Senior Management (Grade 12 level)
(2) Office staff and general staff e.g grass cutters (Grade 10 level)
(3) Councillors (Grade 8 level)
You will be supplied with the three separate packs, but note that there is duplication in some of the items eg Mayor’s Message and you will be required to edit for the target audience accordingly.
· Content plan included for pricing purposes
· Appointed supplier to complete job within 2 weeks of receipt of content.
3. INDUCTION CONTENT PLAN – CONTROL SHEET
Below is the Induction Programme construct per module including segmentation of target audiences for reference.
MODULE / CONTENT / INFORMATION / TARGET AUDIENCEHODs / DH / Snr Managers / Employees / Councillors
INDEX / X / X / X / X
1. / WELCOME TO EKURHULENI / Message from Executive Mayor / X / X / X / X
Message from City Manager / X / X / X
Message from Speakers Office / X
2. / CITY OF EKURHULENI … WELCOMES YOU / Welcome to Ekurhuleni / X / X / X / X
Pronouncement and meaning
→ E-koo-roo-le-ni / X / X / X / X
The Municipality / X / X / X / X
Map of Ekurhuleni / X / X / X / X
Growth and Development / X / X / X / X
Economy / X / X / X / X
Infrastructure / X / X / X / X
Nature / X / X / X / X
Exploring our history / X / X / X / X
Moving with the times / X / X / X / X
Living the Vision / X / X / X / X
Strategic Planning / X / X / X / X
Why Ekurhuleni? / X / X / X / X
Interesting Facts / X / X / X / X
Ekurhuleni at a glance / X / X / X / X
3. / MY EKURHULENI - MY PRIDE / Vision & Mission / X / X / X / X
Corporate Values / X / X / X / X
Batho Pele Principles / X / X / X / X
Services Standards / X / X / X / X
Brand Ambassadors / X / X / X / X
Our corporate identity / X / X / X / X
Dress Code / Name Tags / X / X / X
Telephone Etiquette / X / X / X
Access to Information / POPI Act / X / X / X
4. / GOOD GOVERNANCE / Links between National, Provincial & Local Government / X / X / X / X
Intergovernmental relations / X / X / X / X
Municipal Financial Management Act / X / X / X / X
Financial Regulations
- EMM Financial Regulations
- Tender & Procurement Procedures / X / X / X / X
Municipal Structures Act / X / X / X / X
Municipal Systems Act / X / X / X / X
Where does EMM fit into the picture of SA Government as a whole / X / X / X / X
Public Participation / X / X / X / X
List with short narrative - Committees (BAC, BEC, Tender Committee and Council etc) / X / X / X / X
How political portfolio’s link with admin structure / X / X / X / X
Linkage between GDS, IDP & SDBIP
· GDS Framework 2025
· Panning Processes
· IDP
- A Partnership that works …
- Journey to a brighter future
- A Better life for all
- Priorities
- Community Needs
- IDP Process
- Keeping us on the right route
- The Way forward
- A living document
- EMM Delivering the best
- Poster
- IDP Story
- Keeping us on the right road / X / X / X / X
5. / FLAGSHIP PROJECTS / GDS 2055 / X / X / X / X
Aerotropolis / X / X / X / X
Digital City / X / X / X / X
Urban Renewal / X / X / X / X
Revenue Enhancement / X / X / X / X
IRPTN / X / X / X / X
Institutional Review / X / X / X / X
Revitalisation of Manufacturing Sector / X / X / X / X
Township Economy / X / X / X / X
Beautification of lakes, dams and pans / X / X / X / X
6. / POLITICAL STRUCTURE / Posters
– Executive Office
– Legislature / X / X / X / X
Separation of powers / X / X / X / X
- Executive / X / X / X / X
- Legislature / X / X / X / X
- Committees / X / X / X / X
- Councillors: Ward + PR / X / X / X / X
- Role of Ward Committees
Ø Why do we need ward committees?
Ø Role of ward committees within EMM
Ø What is a ward committee
Ø Who qualifies to be ward committee member
Ø Sectors represented
Ø Their relationship with US – EMM employees / X / X / X / X
- Allocation of Wards / Areas / X / X / X / X
- Youth Council / X / X / X / X
7. / ADMINISTRATION STRUCTURE / Introduce Organisational structure in clusters / X / X / X / X
Departments + Divisions and short narratives on functions per department / X / X / X / X
Management – Departmental : Divisions, names and contact numbers / X / X / X / X
City Planning / X / X / X / X
Communications and Brand Management / X / X / X / X
Corporate Legal Services / X / X / X / X
Customer Relations Management
- Poster CRM Managers / Contact Details / X / X / X / X
Disaster and Emergency Management Services (DEMS) / X / X / X / X
Economic Development / X / X / X / X
EMPD / X / X / X / X
Energy / X / X / X / X
Enterprise Programme Management (EPMO) / X / X / X / X
Environmental Resource Management / X / X / X / X
Facilities Management and Real Estate / X / X / X / X
Finance / X / X / X / X
Fleet Management / X / X / X / X
Health and Social Development / X / X / X / X
Human Resources / X / X / X / X
Human Settlements / X / X / X / X
Information Communications Technology (ICT) / X / X / X / X
Internal Audit / X / X / X / X
Risk Management / X / X / X / X
Roads and Stormwater / X / X / X / X
Office of the City Manager (CM) / X / X / X / X
Office of the Chief Operations Officer (COO) / X / X / X / X
Office of the Executive Mayor / X / X / X / X
Office of Legislature / X / X / X / X