Province of Kwazulu-Nataldepartment of Community Safety and Liaison

PROVINCE OF KWAZULU-NATALDEPARTMENT OF COMMUNITY SAFETY AND LIAISON

BID NUMBER:SBD 05/2016

DESCRIPTION OF SERVICE: APPOINTMENT OF CONSULTANT TO RECRUIT LAWYERS TO MONITOR 2016 LOCAL GOVERNMENT ELECTIONS
DEPARTMENT OF COMMUNITY SAFETY AND LIAISON
Private Bag X9143
Pietermaritzburg
3200
Contact: MS TB ZUNGU/ A DAVID
Telephone: 033 3419300
PLEASE NOTE THAT THIS BID IS SUBJECT TO SUPPLY CHAIN MANAGEMENT LEGISLATION AND THE KWAZULU-NATAL SUPPLY CHAIN MANAGEMENT POLICY (DEC 2011), AND THE GENERAL CONDITIONS OF CONTRACT AS PRESCRIBED BY PROVINCIAL TREASURY.

TABLE OF CONTENTS

DOCUMENTATION TO BE SUBMITTED WITH BID

Annexure A

Section AInvitation to Bid

Section BTax Clearance Certificate Requirements

Section CSpecial Instructions and Notice to Bidders Regarding the completion of bidding forms

Section DDeclaration of Interest

Section ETheNational Industrial Participation Programme

Section FPreference Points Claim Form in terms of the Preferential Procurement Regulations 2011

Section GDeclaration Certificate for Local Production and Content

Section HQuestionnaire Replies

Section IPrice Schedule – Firm Prices

(Only to be included when quotations for Goods are involved)

Section JPrice Schedule– Non-Firm Prices

Section K Price Schedule – Professional Services

Section LDeclaration that information on Provincial Supplier Database is correct and up to date

Section MCertificate of Independent Bid Determination

Section NOfficial Briefing Session/ Site Inspection Certificate

Section OAuthority to Sign A Bid

Section PDeclaration of Bidder’s Past Supply Chain Management Practices

Section Q Contract Form- Purchase of Goods /Works

Section R Contract Form-Rendering of Services

Section S Schedule of Variations from Goods or Services Information

Section T Schedule of Alternative Bids

Section URegistration on the provincial Suppliers

Annexure CGeneral Conditions of Contract

Annexure ATerms of reference / Specifications

Annexure BSpecial Conditions of Contract

SECTION A

INVITATION TO BID

YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE DEPARTMENT OF COMMUNITY SAFETY AND LIAISON DEVELOPMENT

BID NUMBER: SBD 05/2016CLOSING DATE:03/05/2016 CLOSING TIME: 11:00am

DESCRIPTION:APPOINTMENT SERVICE PROVIDER TO RECRUIT LAWYERS TO MONITOR 2016 LOCAL GOVERNMENT ELECTIONS

COMPLUSORY BRIEFING SESSION / CLARIFICATION MEETING:14/04/2016 TIME: 10H00

CONTRACT PERIOD:

BID DOCUMENTS MAY BE POSTED TO: DEPARTMENT OF COMMUNITY SAFETY AND LIAISON

Private Bag X9143

Pietermaritzburg

3200

DEPOSITED IN THE BID BOX SITUATED AT (STREET ADDRESS)

Department’s Address

FOYER: Ground Floor: 179 Jabu Ndlovu Street (Mondi Building),

Pietermaritzburg

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 8 hours a day, 5 days a week.

ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS – (NOT TO BE RE-TYPED)

THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT AND THE PREFERENTIAL PROCUREMENT REGULATIONS, 2011, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER SPECIAL CONDITIONS OF CONTRACT

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 NUMBERCODE……………NUMBER…………………………………………….

CELLPHONE NUMBER…………………………………………………………………

FACSIMILE NUMBERCODE ………….NUMBER……………………………………………..

E-MAIL ADDRESS……………………………………………………………………………..

VAT REGISTRATION NUMBER…………………………………………………………………………….

HAS AN ORIGINAL AND VALID TAX CLEARANCE CERTIFICATE BEEN SUBMITTED? (SBD 2) YES or NO

HAS A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE BEEN SUBMITTED? (SBD 6.1) YES or NO

IF YES, WHO WAS THE CERTIFICATE ISSUED BY?

AN ACCOUNTING OFICER AS CONTEMPLATED IN THE CLOSE CORPORATION ACT (CCA)…….…………….………………

A VERIFICATION AGENCY ACCREDITED BY THE SOUTH AFRICAN ACCREDITATION SYSTEM (SANAS); OR………………………………….…

A REGISTERED AUDITOR ………………………………...………..

[TICK APPLICABLE BOX]

PROVINCIAL SUPPLIERS DATABASE NUMBER OF BIDDING ENTITY: KZN______

(A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE)

ARE YOU THE ACCREDITED REPRESENTATIVE

IN SOUTH AFRICA FOR THE GOODS / SERVICES / WORKS OFFERED?YES or 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:

Department: Department of Community Safety and Liaison

Contact Person: MS TB ZUNGU

Tel: 033 3419300

Fax: 033 319361

ANY ENQUIRIES REGARDING TECHNICAL INFORMATION MAY BE DIRECTED TO:

Contact Person:Ms S Chamane

Tel:033 3419300

Fax: 033 319361

SECTION B

TAX CLEARANCE CERTIFICATE REQUIREMENTS

It is a condition of a bid that the taxes of the successful bidder must be in order, or that satisfactory arrangements have been made with South African Revenue Service (SARS) to meet the bidder’s tax obligations.

1.In order to meet this requirement, bidders are required to complete in full the attached form TCC 001 “Application for a Tax Certificate” and submit it to any SARS branch office nationally. The Tax Clearance Certificate Requirements are also applicable to foreign bidders/individuals who wish to submit bids.

2.SARS will then furnish the bidder with a Tax Clearance Certificate that will be valid for a period of 1 (one) year from the date of approval.

3.The original Tax Clearance Certificate must be submitted together with the bid. Failure to submit the original and valid Tax Clearance Certificate will result in the invalidation of the bid. Certified copies of the Tax Clearance Certificate will not be acceptable.

4.In bids where Consortia/Joint Ventures/Sub-contractors are involved, each party must submit a separate Tax Clearance Certificate.

5.Copies of the TCC 001 “Application for a Tax Clearance Certificate” form are available from any SARS branch office nationally or on the website

6.Applications for the Tax Clearance Certificates may also be made via eFiling. In order to use this provision, taxpayers will need to register with SARS as eFilers through the website

SECTION C

SPECIAL INSTRUCTIONS AND NOTICES TO BIDDERS REGARDING THE COMPLETION OF FORMS

PLEASE NOTE THAT THIS QUOTATION IS SUBJECT TO TREASURY REGULATIONS 16A ISSUED IN TERMS OF THE PUBLIC FINANCE MANAGEMENT ACT, 1999, THE KWAZULU-NATAL SUPPLY CHAIN MANAGEMENT POLICY FRAMEWORK AND THE GENERAL CONDITIONS OF CONTRACT.

1.Unless inconsistent with or expressly indicated otherwise by the context, the singular shall include the plural and visa versa and with words importing the masculine gender shall include the feminine and the neuter.

2.Under no circumstances whatsoever may the quotation/bid forms be retyped or redrafted. Photocopies of the original bid documentation may be used, but an original signature must appear on such photocopies.

3.The bidder is advised to check the number of pages and to satisfy himself that none are missing or duplicated.

4.Quotation submitted must be complete in all respects.

5.Quotation shall be lodged at the address indicated not later than the closing time specified for their receipt, and in accordance with the directives in the quotation documents.

6.Each quotation shall be addressed in accordance with the directives in the quotation documents and shall be lodged in a separate sealed envelope, with the name and address of the bidder, the quotation number and closing date indicated on the envelope. The envelope shall not contain documents relating to any quotation other than that shown on the envelope. If this provision is not complied with, such quotations/bids may be rejected as being invalid.

7.All quotations received in sealed envelopes with the relevant quotation numbers on the envelopes are kept unopened in safe custody until the closing time of the quotation/bids. Where, however, a quotation is received open, it shall be sealed. If it is received without a quotation/bid number on the envelope, it shall be opened, the quotation number ascertained, the envelope sealed and the quotation number written on the envelope.

8.A specific box is provided for the receipt of quotations, and no quotation found in any other box or elsewhere subsequent to the closing date and time of quotation will be considered.

9.No quotation/bid sent through the post will be considered if it is received after the closing date and time stipulated in the quotation documentation, and proof of posting will not be accepted as proof of delivery.

10.No quotation submitted by telefax, telegraphic or other electronic means will be considered.

11.Quotation documents must not be included in packages containing samples. Such quotations may be rejected as being invalid.

12.Any alteration made by the bidder must be initialed.

13.Use of correcting fluid is prohibited.

14.Quotation will be opened in public as soon as practicable after the closing time of quotation.

15.Where practical, prices are made public at the time of opening quotations.

16.If it is desired to make more than one offer against any individual item, such offers should be given on a photocopy of the page in question. Clear indication thereof must be stated on the schedules attached.

SECTION D

DECLARATION OF INTEREST

1.Any legal person, including persons employed by the state¹, or persons having a kinship with persons employed by the state, including a blood relationship, may make an offer or offers in terms of this invitation to bid (includes an advertised competitive bid, a limited bid, a proposal or written price quotation). In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the state, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her positionin relation to the evaluating/adjudicating authority where-

-the bidder is employed by the state; and/or

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

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

2.1Full Name of bidder or his or her representative: ………………………………………………

2.2Identity Number:………………………………………………………………………………………

2.3Position occupied in the Company (director, trustee, shareholder², member): ………………

2.4Registration number of company, enterprise, close corporation, partnership agreement or trust: ………………..

2.5Tax Reference Number: ……………………………………………………………………………

2.6VAT Registration Number: …………………………………………………………………………

2.6.1The names of all directors / trustees / shareholders / members, their individual identity numbers, tax reference numbers and, if applicable, employee / PERSAL numbers must be indicated in paragraph 3 below.

¹“State” means –

(a)any national or provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act No. 1 of 1999);

(b)any municipality or municipal entity;

(c)provincial legislature;

(d)national Assembly or the national Council of provinces; or

(e)Parliament.

²”Shareholder” means a person who owns shares in the company and is actively involved in the management of the enterprise or business and exercises control over the enterprise.

2.7Are you or any person connected with the bidder YES / NO

presently employed by the state?

2.7.1If so, furnish the following particulars:

Name of person / director / trustee / shareholder/ member: ……....…………………………

Name of state institution at which you or the person

connected to the bidder is employed : ………………………………………

Position occupied in the state institution: …………………………………

Any other particulars:

………………………………………………………………

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

the appropriate authority to undertake remunerative

work outside employment in the public sector?

2.7.2.1If yes, did you attach proof of such authority to the bidYES / NO

document?

(Note: Failure to submit proof of such authority, where

applicable, may result in the disqualification of the bid.

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

…………………………………………………………………….

2.8Did you or your spouse, or any of the company’s directors / YES / NO

trustees / shareholders / members or their spouses conduct

business with the state in the previous twelve months?

2.8.1If so, furnish particulars:

…………………………………………………………………..

…………………………………………………………………...

2.9Do you, or any person connected with the bidder, haveYES / NO

any relationship (family, friend, other) with a person

employed by thestate and who may be involved with

the evaluation and or adjudication of this bid?

2.9.1If so, furnish particulars.

……………………………………………………………...

…………………………………………………………..….

………………………………………………………………

2.10 Are you, or any person connected with the bidder,YES/NO

aware of any relationship (family, friend, other) between

any other bidder and any person employed by the state

who may be involved with the evaluation and or adjudication

of this bid?

2.10.1If so, furnish particulars.

………………………………………………………………

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

of the company have any interest in any other related companies

whether or not they are bidding for this contract?

2.11.1If so, furnish particulars:

…………………………………………………………………………….

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

Full Name / Identity Number / Personal Income Tax Reference Number / State Employee Number / Persal Number

4DECLARATION

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

CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2 and 3 ABOVE IS CORRECT.

I ACCEPT THAT THE STATE MAY REJECT THE BID OR ACT AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.

…………………………………...……………………………………………

Signature Date

………………………………….………………………………………………

Position Name of bidder

SBD 5

SECTION E

This document must be signed and submitted together with your bid

THE NATIONAL INDUSTRIAL PARTICIPATION PROGRAMME

INTRODUCTION

The National Industrial Participation (NIP) Programme, which is applicable to all governmentprocurement contracts that have an imported content, became effective on the 1 September

1996. The NIP policy and guidelines were fully endorsed by Cabinet on 30 April 1997. Interms of the Cabinet decision, all state and parastatal purchases / lease contracts (for goods,works and services) entered into after this date, are subject to the NIP requirements. NIP isobligatory and therefore must be complied with. The Industrial Participation Secretariat (IPS) ofthe Department of Trade and Industry (DTI) is charged with the responsibility of administeringthe programme.

1 PILLARS OF THE PROGRAMME

1.1The NIP obligation is benchmarked on the imported content of the contract. Anycontract having an imported content equal to or exceeding US$ 10 million or othercurrency equivalent to US$ 10 million will have a NIP obligation. This threshold ofUS$ 10 million can be reached as follows:

(a)Any single contract with imported content exceeding US$10 million.

(b)Multiple contracts for the same goods, works or services each with importedcontent exceeding US$3 million awarded to one seller over a 2 year periodwhich in total exceeds US$10 million.

(c)A contract with a renewable option clause, where should the option beexercised the total value of the imported content will exceed US$10 million.

(d)Multiple suppliers of the same goods, works or services under the samecontract, where the value of the imported content of each allocation is equal toor exceeds US$ 3 million worth of goods, works or services to the samegovernment institution, which in total over a two (2) year period exceedsUS$10 million.

1.2The NIP obligation applicable to suppliers in respect of sub-paragraphs 1.1 (a) to 1.1 (c)above will amount to 30 % of the imported content whilst suppliers in respect ofparagraph 1.1 (d) shall incur 30% of the total NIP obligation on a pro-rata basis.

1.3To satisfy the NIP obligation, the DTI would negotiate and conclude agreements such asinvestments, joint ventures, sub-contracting, licensee production, export promotion,sourcing arrangements and research and development (R&D) with partners or suppliers.

1.4A period of seven years has been identified as the time frame within which todischarge the obligation.

2REQUIREMENTS OF THE DEPARTMENT OF TRADE AND INDUSTRY

2.1In order to ensure effective implementation of the programme, successfulbidders (contractors) are required to, immediately after the award of a contractthat is in excess of R10 million (ten million Rands), submit details of such acontract to the DTI for reporting purposes.

2.2The purpose for reporting details of contracts in excess of the amount of R10million (ten million Rands) is to cater for multiple contracts for the same goods,works or services; renewable contracts and multiple suppliers for the samegoods, works or services under the same contract as provided for in paragraphs1.1.(b) to 1.1.(d) above.

3BID SUBMISSIONS AND CONTRACT REPORTING REQUIREMENTS OFBIDDERS AND SUCCESSFUL BIDDERS (CONTRACTORS)

3.1Bidders are required to sign and submit this Standard Bidding Document (SBD 5)together with the bid on the closing date and time.

3.2In order to accommodate multiple contracts for the same goods, works orservices; renewable contracts and multiple suppliers for the same goods, worksor services under the same contract as indicated in sub-paragraphs 1.1 (b) to 1.1(d) above and to enable the DTI in determining the NIP obligation, successfulbidders (contractors) are required, immediately after being officially notified aboutany successful bid with a value in excess of R10 million (ten million Rands), tocontact and furnish the DTI with the following information:

•Bid / contract number.

•Description of the goods; works or services.

•Date on which the contract was accepted.

•Name, address and contact details of the government institution.

•Value of the contract.

•Imported content of the contract, if possible.

3.3The information required in paragraph 3.2 above must be sent to the Departmentof Trade and Industry, Private Bag X 84, Pretoria, 0001 for the attention of MrElias Malapane within five (5) working days after award of the contract. MrMalapane may be contacted on telephone (012) 394 1401, facsimile (012) 3942401 or e-mail at for further details about the programme.

4PROCESS TO SATISFY THE NIP OBLIGATION

4.1Once the successful bidder (contractor) has made contact with and furnished theDTI with the information required, the following steps will be followed:

the contractor and the DTI will determine the NIP obligation;
the contractor and the DTI will sign the NIP obligation agreement;
the contractor will submit a performance guarantee to the DTI;
the contractor will submit a business concept for consideration and approval bythe DTI;
upon approval of the business concept by the DTI, the contractor will submitdetailed business plans outlining the business concepts;
the contractor will implement the business plans; and
the contractor will submit bi-annual progress reports on approved plans to theDTI.

The NIP obligation agreement is between the DTI and the successful bidder (contractor)and, therefore, does not involve the purchasing institution.

Bid number ………………………………….. Closing date:………………………………