Bid Document Number: Ite/22/16-17

BID DOCUMENT NUMBER: ITE/22/16-17

SUPPLY AND DELIVERY OF 12 HOUR RATION PACKS FOR THE PERIOD OF ONE YEAR

CLOSING DATE: 20 JANUARY 2017 CLOSING TIME: 12H00

SUBMIT BID DOCUMENTS

TO/OR

POSTAL ADDRESS:
Eden District Municipality
Attention: Supply Chain Management Unit

PO Box 12

George, 6530
Clearly mark the Bid envelope with the bid number and title of bid on the face of the envelope
Any Tenderers couriered to be deposited in the Municipality’s Bid Box, any bids sent to the wrong recipient other than being deposited in the BID Box will not be considered. / TO BE DEPOSITED IN:
The bid box at the entrance of the Municipal Offices of Eden District Municipality
54 YORK STREET
GEORGE
ATTENTION:
FINANCIAL DIRECTORATE
SUPPLY CHAIN UNIT
EDEN DISTRICT MUNICIPALITY
GEORGE / A bid posted or couriered (at sender’s risk) to the Municipality, PO Box 12, George, 6530, in good time so as to reach the Municipality before the above-mentioned closing date and clearly indicated attention supply chain management unit, may be accepted on condition that it is placed in the correct Bid box before the closing time, it being understood that the Council disclaims any responsibility for seeing that such bids are in fact lodged in the bid box.

Do not dismember this Bid Document (do not take it apart or put documents between its pages)
The PROPOSAL and all other documents ofthe submission must be attached behind this Bid Document
The bidder must initial every page of the bid document

CONTACT DETAILS FOR:
Bidding procedures and documents: / Bid scope and technical specifications
Mr Nathan Juries
Tel:(044) 803 1310
Email: / Mr. Clifford Sheldon
Cell: 071683 9049
E-mail:
CHECKLIST OF DOCUMENTS TO BE PROVIDED TO A BIDDER
Description of document / Document number / Tick with a “X” the applicable document
Invitation to bid / MBD 1 / □
Tax clearance certificate / MBD2. / □
Specifications or TOR / □
 Pricing schedule – firm prices (purchases) / MBD 3.1 / □
Declaration of Interest / MBD 4 / □
Preference points claim form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) Status Level of Contribution. / MBD 6.1 / □
Formal contracts for services / MBD 7.1 / □
Declaration of bidder’s past supply chain management practices / MBD 8 / □
Certificate of independent bid determination / MBD 9: / □
Authority of Signatory / □
General Conditions of contract / □

MBD 1

INVITATION TO BID

YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE (EDENDISTRICTMUNICIPALITY)

BID NUMBER:ITE/22/16-17 CLOSING DATE: 20 JANUARY 2017 CLOSING TIME: 12:00

SUPPLY AND DELIVERY OF 12 HOUR RATION PACKS FOR THE PERIOD OF ONE YEAR

The successful bidder will be required to fill in and sign a written Contract Form (MBD 7.1).

BID DOCUMENTS MAY BE POSTED TO:

BOX SITUATED AT (STREET ADDRESS)

EdenDistrictMunicipality

Supply Chain Management

(Ground Floor)

54 York Street

GEORGE

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 open from 7:30 till 16:00, five (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

NB: NO BIDS WILL BE CONSIDERED FROM PERSONS IN THE SERVICE OF THE STATE (as defined in Regulation 1 of the Local Government: Municipal Supply Chain Management Regulations)

Details of Bidder

THE FOLLOWING PARTICULARS MUST BE FURNISHED

(FAILURE TO DO SO MAY RESULT IN YOUR BID BEING DISQUALIFIED)

NAME OF BIDDER: ……………………………………………………………………………………………………..…………………………………………

POSTAL ADDRESS: ………………………………………………………………………………………………………………………………………………

POSTAL CODE:......

STREET ADDRESS: ………………………………………………………………………………………………………………………….…………………..

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

POSTAL CODE:......

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

CELLPHONE NUMBER: ………………………………………………………………………………….…………..

FACSIMILE NUMBER: CODE: ……………… NUMBER………………………………………..…………………………………………………………….

NUMBER: ………………………………………………………………….………………………….……………………………………………….……………

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

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

HAS AN ORIGINAL AND VALID TAX CLEARANCE CERTIFICATE BEENATTACHED? (MBD 2) YES/NO

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

IF YES, WHO WAS THE CERTIFICATE ISSUED BY?

AN ACCOUNTING OFFICER AS CONTEMPLATED IN THE CLOSE CORPORATION ACT (CCA) 

A VERIFICATION AGENCY ACCREDITED BY THE SOUITH AFRICAN NATIONAL ACCREDITATION SYSTEM (SANAS) 

A REGISTERED AUDITOR 

SWORN AFFIDAVIT 

(Tick applicable box)

(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/NO (IF YES ENCLOSE PROOF)

SIGNATURE OF BIDDER …………………………………………………………………………………………………………………………………...…...

DATE…………………………………………………………………………………………………………………………………………………………….…..

CAPACITY UNDER WHICH THIS BIDIS SIGNED……………………………………………………………………………………………………….….…

TOTAL BID PRICE…………………………………… TOTAL NUMBER OF ITEMS OFFERED…………………………………………......

ANY ENQUIRIES REGARDING THE BIDDING PROCEDURE MAY BE DIRECTED TO:

Municipality / Municipal Entity : Eden District Municipality

Department : Financial Services

Section : Supply Chain Management Unit

Contact Person : Nathan Juries

Tel : 044 803 1310

E-mail :

ANY ENQUIRIES REGARDING TECHNICAL INFORMATION MAY BE DIRECTED TO:

Contact Person : Clifford Sheldon

Department : Fire Department

Section : Fleet

Cell: : 071683 9049

E-mail :

EDEN DISTRIKSMUNISIPALITEIT / EDEN DISTRICT MUNICIPALITY
INFORMELE TENDER ITE/22/16-17 / INFORMAL TENDER ITE/22/16-17
VERSKAFFING EN AFLEWERING VAN 12 UUR RANTSOENE PAKKE VIR DIE PERIODE VAN EEN JAAR / SUPPLY AND DELIVERY OF 12 HOUR RATION PACKS FOR THE PERIOD OF ONE YEAR
Diensverskaffers word hiermeeuitgenooi om tetender vir verskaffing en aflewering van 12 uur rantsoene pakke vir die period van een jaar. / Service providers are hereby invited to tender for the supply and delivery of 12 hour ration packs for the period of one year.
Tenderdokumente is verkrygbaar by Mnr. Nathan Juriesgedurende kantoorure (Maandae tot Vrydae 08:00 – 16:00)Tel: (044) 803 1310; Faks: 086 215 5503
E-pos: .
Vir enige tegniese navrae kontak: Mnr. Clifford Sheldon: Sel: 071 683 0949;
E-pos:. / Tender documents are obtainable from Mr Nathan Juries during office hours (Mondays to Fridays 08:00 – 16:00) Tel: (044) 803 1310; Fax: 086 215 5503
E-mail:.
For any technical enquiries contact: Mr. Willie Fourie: Cell: 071 683 0949;
E-mail:.
Tenders sal geëvalueer en toegeken word in terme van die Wet op die Raamwerk vir Voorkeur Verkrygingbeleid (Wet 5 van 2000) Regulasie 2011 asook Eden Distriksmunisipaliteit se Voorsieningskanaal Bestuursbeleid, waar 80 punte ten opsigte van die pryse en 20 punte ten opsigte van BBBEE, toegeken sal word. / Tenders will be evaluated and adjudicated in terms of the Preferential Procurement Policy Framework Act (Act 5 of 2000) Regulations 2011 and the Eden District Municipality Supply Chain Management Policy, where 80 points will be allocated in respect of price and 20 points in respect of BBBEE.
Tender moetingedien word op die ampteliketendervorms in ooreenstemming met die Raad se VoorsieningskanaalBestuursbeleid. / Tender must be submitted on official tender forms in compliance with Council’s Supply Chain Management Policy.
Tenders in verseëldekoeverte, duidelikgemerk “Tender: ITE/22/16-17: VERSKAFFING EN AFLEWERING VAN 12 UUR RANTSOENE VIR DIE PERIODE VAN EEN JAAR.”moet in die tenderbus van die Eden Distriksmunisipaliteit, Yorkstraat 54, George geplaas word, nie later as 12:00 op Vrydag, 20 Januarie 201 7wanneerditoopgemaaksal word by die Eden Distriksmunisipaliteit se kantoor, 54 Yorkstraat, George, 6530.
Geenlaat tenders, tenders per faks of e-posen tenders per possalaanvaar word nie.
Tenders kanslegs in die tenderdokumentvoorsien, ingevul word.
Verwagteindieningsmetodes, adressering, aflewering, opening enevalueringgeskiedsoos in die tenderdokumentuiteengesit.
Belangrike kennisgewing: ‘n Oorspronklike belasting uitklaringsertifkaatengesertifiseerdeafskrifte van die direkteureeneienaars se identiteitsdokumente moetingesluit wees by die dokumente.
As jouverskafferbesonderhedenie opgedateer is in die vorigefinansiëlejaarmet die inligtingsoosvereis per onsVerskaffersdatabasis vorm, voltooiasseblief die meegaandeverskaffersdatabasisvorm en handigdit in saammet die tender dokument.
Tender dokumente is verkrygbaar teen `n nie-terugbetaalbare deposito van R80.00 elk by die Voorsieningskanaalbestuur Eenheid op die Grond Vloer, Yorkstraat 54, George of is gratis verkrygbaar op Eden Distriksmunisipaliteit se webwerf by / Tenders in sealed envelopes, clearly marked “Tender ITE/22/16-17: SUPPLY AND DELIVERY OF 12 HOUR RATION PACKS FOR THE PERIOD OF ONE YEAR.”must be placed in the tender box of the Eden District Municipality, 54York Street, George, not later than 12:00 on Friday, 20 January 2017, when it will be opened in public at Eden District Municipality’s office, 54 York Street, George, 6530.
No late tenders, tenders per facsimile or e-mail and tenders per post will be accepted.
Tenders may only be submitted on the tender document that is issued.
Requirements for sealing, addressing, delivery, opening and assessment of tenders are stated in the tender document.
Important note: A valid original Tax Certificate and certified copies of directors and owners identity documents must be submitted with the documentation.
If your supplier details have not been updated in the last financial year with the information as required per our Supplier Database Form, please complete the attached supplier database form and submit it with the tender document.
Tender documents are obtainable at a non-refundable deposit of R80.00 each from the Supply Chain Management Unit, Ground Floor, 54 York Street, George or are obtainable free of charge on Eden District Municipality’s website at
Alle pryse moet BTW insluit. / VAT must be included in all prices.
Dit sal van suksesvolle tenderaar verwag word om op die Sentraal Verskaffers Databasis (CSD) te registreer. / It will be required from successful tenderer to register on the Central Supplier Database (CSD).
Die Raad behou die reg voor om enige tender of gedeelte daarvan te aanvaar en om by prysverhoging van enige van die kommoditeite, sy aankope van daardie kommoditeite van die besondere tenderaar, te heroorweeg en om die tydperk van die toekening van die tender vas te stel. / The Council reserves the right to accept any tender or part thereof, and with the increase in price of any of the commodities, its purchases of those commodities from the specific tenderer will be considered and to determine the period of tenders to be awarded.
Tenders sal nie oorweeg word, indien die voorvereistes nie nagekom word nie. / Tenders will not be considered should the prerequisites not be met.
GW Louw
Munisipale Bestuurder
Eden Distriksmunisipaliteit
Yorkstraat 54
Posbus 12
GEORGE
6530 / GW Louw
Municipal Manager
Eden District Municipality
54 York Street
P O Box 12
GEORGE
6530
EDEN COMMUNICATIONS

Specifications for 12 hour rations pack for fire department:

We would like to request an informal tender for a period of 12 months for the supply of 12 hour ration packs to the fire department.

Requirements:

Ration packs must be delivered within 48 hours after order has been issued.
Ration Packs shall be packed in durable and recycled containers
Expiry date of all items in ration packs must be at least 12 months of the delivery date.
Spoiled items must be replaced within 3 days of request.
Price must include delivery cost to fire station based in George (Western Cape) VAT inclusive.
A ration pack will contain the following

Minimum Specifications of items: / Price Per Item (VAT inclusive)

1.5 litre bottled still water

2 x 170g tinned tuna- Choice grade shredded (Water based)

410g tinned bake beans/ Tender sauce –Choice grade

75 g Energy Sweets

38 g Energy bar

410 g Peach Halves tinned packed in syrup-Choice grade

2 x packs 80g energy drink sachets that can be diluted in water

30g Peanuts and Raisins

Minimum order- 200packs

Price per ration pack (VAT Iniclusive)

For any enquiries, please contact: Clifford Sheldon at Eden District Municipality on 0716839049.

MBD 2

TAX CLEARANCE CERTIFICATE REQUIREMENTS

It is a condition of 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.

1InordertomeetthisrequirementbiddersarerequiredtocompleteinfulltheformTCC001 “ApplicationforaTaxClearanceCertificate”andsubmitittoanySARSbranchofficenationally.TheTax ClearanceCertificateRequirementsarealsoapplicabletoforeignbidders/individualswhowishtosubmit bids.

2CopiesoftheTCC001“ApplicationforaTaxClearanceCertificate”formareavailablefromanySARSbranch office nationally or on the website

3SARSwillthenfurnishthebidder with aTaxClearanceCertificatethatwillbevalidforaperiodof1(one)year from the date of approval.

4The original Tax Clearance Certificate must be submitted together with the bid. Copies of the Tax Clearance Certificate will only be valid if the bidder is registered on EdenDistrict Municipality’s accredited supplier database, which will contain the original Tax Clearance Certificate. Failure to submit the original and valid Tax Clearance Certificate will result in the invalidation of the bid.

5InbidswhereConsortia/JointVentures/Sub-contractorsareinvolved,eachpartymustsubmitaseparate Tax Clearance Certificate.

6ApplicationsfortheTaxClearanceCertificatesmayalsobemadeviae-Filing. Inordertousethisprovision, taxpayers will need to register with SARS as e-Filers through the website

MBD 3.1

PRICING SCHEDULE – FIRM PRICES

(PURCHASES)

NOTE:ONLY FIRM PRICES WILL BE ACCEPTED. NON-FIRM PRICES (INCLUDING PRICES SUBJECT TO RATES OF EXCHANGE VARIATIONS) WILL NOT BE CONSIDERED

IN CASES WHERE DIFFERENT DELIVERY POINTS INFLUENCE THE PRICING, A SEPARATE PRICING SCHEDULE MUST BE SUBMITTED FOR EACH DELIVERY POINT

Name of Bidder………………………………...... Bid Number:ITE/22/16-17
Closing Time:12:00 Closing Date: 20 January 2017

OFFER TO BE VALID FOR……………….………………………..DAYS FROM THE CLOSING DATE OF BID.

______

Item No. / Quantity / Description / Bid Price in RSA Currency
**(ALL APPLICABLE TAXES INCLUDED)
Unit tariff / Total Cost

-Required by:Gerald Sinkfontein

-At:George

……………………………………..

-Brand and Model…………………………………......

-Country of Origin ………………….....……………….

-Does the offer comply with the specification(s)?*YES/NO

-If not to specification, indicate deviation(s) ……………………………...…….

-Period required for delivery…...……………………………….

*Delivery: Firm/Not firm

-Delivery basis…………………………………….

Note:All delivery costs must be included in the bid price, for delivery at the prescribed destination.

** “all applicable taxes” includes value- added tax, pay as you earn, income tax, unemployment insurance fund contributions and skills development levies.

*Delete if not applicable

COMPULSORY TO COMPLETE

TENDER NO: ITE/22/16-17

SUPPLY AND DELIVERY OF 12 HOUR RATION PACKS FOR THE PERIOD OF ONE YEAR

FORM OF OFFER AND ACCEPTANCE

OFFER

The Employer, identified in the acceptance signature block, has solicited offers to enter into a contract for the procurement of:

TENDER NO: ITE/22/16-17:SUPPLY AND DELIVERY OF 12 HOUR RATION PACKS FOR THE PERIOD OF ONE YEAR

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

By the representative of the Tender Supplier, deemed to be duly authorized, signing this part of this form of offer and acceptance, the Tender Supplier offers to perform all of the obligations and liabilities of the contractor under the contract, including compliance with all its terms and conditions according to their true intent and meaning for an amount to be determined in accordance with the conditions of tender identified in the tender data.

AS PER PRICING SCHEDULE

This offer may be accepted by the employer by signing the acceptance part of this form of offer and acceptance, and returning one copy of this document to the tender supplier before the end of the period of validity stated in the tender data, whereupon the tender supplier becomes the party named as the contractor in the contract identified in the tender data.

Signature(s) ………………………………………….. ……………………………………………………………...

Name(s) ……………………………………………… ……………………………………………….……………..

Capacity ……………………………………………… ……………………………………………….……………..

Company Name …………………………...... ………………………………………………………...……………………

Address ……………………………………………………………………………………………………..…………

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

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

TENDER NO: ITE/22/16-17

SUPPLY AND DELIVERY OF 12 HOUR RATION PACKS FOR THE PERIOD OF ONE YEAR

ACCEPTANCE

By signing this part of the form of offer and acceptance, the employer identified below accepts the Tender supplier’s offer. In consideration thereof, the employer shall pay the tender supplier the amount due in accordance with the conditions of quote identified in the tender data. Acceptance of the tender supplier’s offer shall form an agreement between the employer and the tender supplier upon the terms and conditions contained in this agreement and in the contract that is the subject of this agreement.

Notwithstanding anything contained herein, this agreement comes into effect on the date when the tender supplier receives one fully completed original copy of this document, including the schedule of deviations (if any). Unless the tender supplier within five working days of the date of such receipt notifies the employer in writing of any reason why he cannot accept the contents of this agreement, this agreement shall constitute a binding contract between the parties.

Signature(s) ………………………………………….…………………………………………….………………..

Name(s) ……………………………………………………………………………………………….…………..

Capacity ……………………………………………………………………………………………….…………..

For the

Employer …………………………..……………………………...... ……………………………..………………….

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

(Name and address of organization)

Date: ……………………………………

MBD 4

DECLARATION OF INTEREST

1.No bid will be accepted from persons in the service of the state.

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 positionin relation to the evaluating/adjudicating authority and/or take an oath declaring his/her interest.

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

3.1Full Name: …………………………………………………………………………

3.2Identity Number: …………………………………………………………………

3.3Company Registration Number: …………………………………………………

3.4Tax Reference Number: …………………………………………………………

3.5VAT Registration Number: ………………………………………………………

3.6Are you presently in the service of the state YES / NO

3.6.1If so, furnish particulars.

………………………………………………………………

3.7Have you been in the service of the state for the past YES / NO

twelve months?

3.7.1If so, furnish particulars.

………………………………………………………......

......

3.8Do you, have any relationship (family, friend, other) with YES / NO

persons in the service of the state and who may be

involved with the evaluation and or adjudication of this bid?

3.8.1If so, furnish particulars.

………………………………………………………………

3.9Are you, aware of any relationship (family, friend, other) YES / NO

between a bidder and any persons in the service of the

state who may be involved with the evaluation and or

adjudication of this bid?

3.9.1If so, furnish particulars

…………………………………………………………….

3.10Are any of the company’s directors, managers, principal YES / NO

shareholders or stakeholders in service of the state?

3.10.1If so, furnish particulars.

………………………………………………………………

3.11Are any spouse, child or parent of the company’s directors, YES / NO

managers, principal shareholders or stakeholders in service

of the state?

3.11.1If so, furnish particulars.

………………………………………………………………

CERTIFICATION

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

…………………………………..…………………………..

SignatureDate

………………………………….…………………......