DR KENNETH KAUNDA DISTRICT MUNICIPALITY
KKDM 06/16
RENTAL OF PHOTOCOPIERS AND PRINTERS FOR DR. KENNETH KAUNDA DISTRICT MUNICIPALITY
(Failure To Do So May Result In Your Bid Being Disqualified)
NAME OF BIDDER: ……………………………………………………………………..
POSTAL ADDRESS : ……………………………………………………………………..
……………………………………………………………………..
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STREET ADDRESS: ……………………………………………………………………..
……………………………………………………………………..
……………………………………………………………………..
TELEPHONE NUMBER: ……………………………………………………………………..
CELLPHONE NUMBER: ……………………………………………………………………..
FACSIMILE NUMBER: ……………………………………………………………………..
E-MAIL: ……………………………………………………………………..
VAT NUMBER: ……………………………………………………………………..
HAS AN ORIGINAL AND VALID TAX CLEARANCE CERTIFICATE BEEN ATTACHED? (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? (Tick applicable box)
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
(A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE)
TOTAL BID PRICE: R………………...... (excluding VAT) If not registered for VAT
TOTAL BID PRICE: R………………...... (including VAT)
TOTAL NUMBER OF ITEMS OFFERED …………………………………. MBD 1
ARE YOU THE ACCREDITED REPRESENTATIVE IN SOUTH AFRICA FOR THE GOODS / SERVICES / WORKS OFFERED? (IF YES ENCLOSE PROOF)
YES/NO
SIGNATURE OF BIDDER: ……………………………………………
DATE: ……………………………………………
CAPACITY UNDER WHICH THIS BID IS SIGNED: ……………………………………………
ANY ENQUIRIES REGARDING THE BIDDING PROCEDURE MAY BE DIRECTED TO:
Municipality / Municipal Entity: Dr Kenneth Kaunda District Municipality
Department: Supply Chain Unit
Contact Person: Mrs L. Veldschoen
Tel: 018 473 8000
Fax: 018 473 2523
ANY ENQUIRIES REGARDING TECHNICAL INFORMATION MAY BE DIRECTED TO:
Contact Person: Mr Sello Mphuthi
Tel: 018 473 8000
Contact Person: Mrs. T Grové
Tel: 018473 8000
MBD 1
PAGE REFERENCE CHECK FOR OPENING & EVALUATION
DESCRIPTION / PAGE1. Invitation to Bid Cover Page (MBD 1) / 1
2. Certificate of Authority for Signatory / 25
3. Certificate of Attendance at Compulsory Clarification Meeting / 30
4. Form of Offer / 51
5. Tax Clearance Certificate / 43
6. Proof of Payment of Municipal Account / 44
7. Declaration of Interest (MBD 4) / 28
8. Company Registration Certificate / 47
9. Copies of Identity Document of Partners or Directors / 46
10. B-BBEE Certificate / 47
11. Pricing Schedule (MBD 3.1) / 58
12. Manufacturer’s brochure / 48
13. Declaration of Bidder’s Past Supply Chain Management Practices (MBD 8) / 32
14. Certificate of Independent Bid Determination (MBD 9) / 34
15. Preference Points Claim Form in terms of the Preferential Procurement Regulations 2011(MBD 6.1) / 36
16. Proof of Purchasing of this Document: Receipt from Supply Chain Unit To be attached at the back of the first page / -
17. Assessment of the printing infrastructure report / 37
CONTENTS
THE TENDER PAGE
Part T1 Tender Procedure
T1.1 Tender Notice and Invitation to Tender 6
T1.2 Tender Data 7
Part T2 Returnable Documents
T2.1 List of Returnable Documents 23
T2.2 Returnable Schedules 24
T2.3 Returnable Documents 42
THE CONTRACT
Part C1 Agreement and Contract Data
C1.1 Form of Offer and Acceptance 51-52
C1.2 Contract Data 54
Part C2 Pricing Data
C2.1 Pricing Instructions 57
C2.2 Pricing Schedule 58
Part C3 Scope of Works & Specifications 63
PART T.1
TENDERING PROCEDURES
45
DR KENNETH KAUNDA DISTRICT MUNICIPALITY
KKDM 06/16
RENTAL OF PHOTOCOPIERS AND PRINTERS FOR DR. KENNETH KAUNDA DISTRICT MUNICIPALITY
Tender No: / Description / Non-Refundable Tender Deposit/Amount / Bid Docs to be availed from / Compulsory Site / Briefing Meeting / Contact Person / Closing Date & TIMEKKDM 06/16 / Tenders are hereby invited from service providers on Rental of Photocopiers and printers for Dr. Kenneth Kaunda District Municipality / R 300 – IF COLLECTED FROM THE MUNICIPALITY –
IF DOWNLOADED ETENDER OR WEBSITE DOCUMENTS ARE FREE. / N/A / 5 APRIL 2017 @ 11h00 in the Council Chamber, Orkney. / Ms. T Grové
Corporate Services
018473 8000
Or
Mr I Sebekedi
ICT
018 – 473 8019 / 18 APRIL 2017 @
12h00 am
Evaluation Criteria / 90/10 Evaluation System;
90 points = Price;
The remaining 10 points will be allocated according to the Revised Preference Points on the 90/10 Evaluation System as follows (see table below): Preference points allocation, through the tender evaluation process, will determined based on the Broad Based Black Economic Empowerment (B-BBEE) status level of the contributor as calculated by an accredited verification agency or auditor. The B-BBEE status level of the contributor must be included on the valid, original or certified copy of the B-BBEE certificate of the contributor that is to be submitted with bid documentation should the bidder wish to claim preference points for the specific bid. / B-BBEE Status Level of Contributor / Number of Preference Points (90/10 Evaluation System)
1 / 10
2 / 9
3 / 8
4 / 5
5 / 4
6 / 3
7 / 2
8 / 1
Non Contributor / 0
SEALED TENDERS DULY ENDORSED WITH THE TENDER NUMBER AND DESCRIPTION MUST BE DEPOSITED INTO THE TENDER BOX IN THE FOYER OF DR. KENNETH KAUNDA DISTRICT MUNICIPALITY, ORKNEY, THE OLD MUNICIPAL BUILDING, PATMORE ROAD, ORKNEY. THE DR. KENNETH KAUNDA DISTRICT MUNICIPALITY RESERVES THE RIGHT NOT TO ACCEPT THE LOWEST OR ANY TENDER.
Mrs MI Matthews
Municipal Manager
45
DR KENNETH KAUNDA DISTRICT MUNICIPALITY
KKDM 06/16
RENTAL OF PHOTOCOPIERS AND PRINTERS FOR DR. KENNETH KAUNDA DISTRICT MUNICIPALITY
T1.2 TENDER DATA
CONDITIONS OF TENDER
The Standard Conditions of Tender for Procurements make several references to the Tender Data for details that apply specifically to this tender. The Tender Data shall have precedence in the interpretation of any ambiguity or inconsistency between it and the standard conditions of tender.
Each item of data given below is cross-referenced to the clause in the Standard Conditions of Tender to which it mainly applies.
CLAUSE / ITEMF.1.1 / The employer is the Dr. Kenneth Kaunda District Municipality
F.1.2 / The tender documents issued by the employer comprise:
The Tender
Part T1 Tender Procedure
T1.1 Tender Notice and Invitation to Tender
T1.2 Tender Data
Part T2 Returnable Documents / Schedules
T2.1 Returnable Schedules
T2.2 List of Returnable Documents
The Contract
Part C1 Agreement and Contract Data
C1.1 Form of Offer and Acceptance
C1.2 Contract Data
Part C2 Pricing Data
C2.1 Pricing Instructions
C2.2 Pricing schedule
Part C3 Scope of Works
C3.1 Project data
F.1.4 / The employer’s agent is:
Name: I Sebekedi
Address: Private Bag X 5017
Klerksdorp
2570
Tel: (018) 473 8019
Fax: (018) 473 2523
E-mail:
F.1.6.2 / A competitive bid procedure will be followed in this tender.
F.1.6.3 / A single competitive bid procedure will be followed in this tender.
F.2.2 / The cost for tendering will be for the account of the tenderer.
F.2.12 / No alternative tender offers will be accepted.
F.2.13.3 / Parts of each tender offer communicated on paper shall be submitted as an original only.
F.2.13.5 / The employer’s address for delivery of tender offers and identification details to be shown on each tender offer package are:
Location of tender box: Foyer of the Municipal Office Building
Physical address: Patmore Street
Orkney
Identification details: “:RENTAL OF PHOTOCOPIERS AND PRINTERS FOR THE DR. KENNETH KAUNDA DISTRICT MUNICIPALITY ”. Name and address of the tenderer.
F.2.13.6
F.3.5.1 / A two-envelope procedure will not be followed.
F.2.15.1 / The closing time for submission of tender offers is 12:00 am on 18 APRIL 2017.
F.2.15.1 / Telephonic, telegraphic, telex, facsimile or e-mailed tender offers will not be accepted.
F.2.16 / The tender offer validity period is twelve (12) weeks
F.2.23 / The tenderer is required to submit with his tender:
1) an original valid Tax Clearance Certificate issued by the South African Revenue Services
2) Proof of payment of municipal account
F.3.4.1 / The time and location for opening of the tender offers are:
Time: 12:00 am on 18 APRIL 2017
Location: The Municipal Building
Patmore Road
Orkney
F 3.11.1 / The employer will reduce each responsive tender offer to a comparative offer and using the following method to evaluate the responsive tender offers.
Tenders will be evaluated in terms of
· Price
· Broad Based Black Economic Empowerment (B-BBEE) status level of the contributor as calculated by an accredited verification agency of auditor
F 3.11.3 / The procedure for the evaluation of responsive tenders is Method 4:
This is a 90/10 contract in terms of the Preferential Procurement Policy Framework (Act No.5 of 2000) as amended in 2011. Ninety (90) points will go towards price and ten (10) points will be determined based on the Broad Based Black Economic Empowerment (B-BBEE) status level of the contributor as calculated by an accredited verification agency or auditor.
- Price - 90 points
- B-BBEE Status Level of Contributor points are as follows:
B-BBEE Status Level of Contributor / Number of Preference Points (90/10 Evaluation System)
1 / 10
2 / 9
3 / 8
4 / 5
5 / 4
6 / 3
7 / 2
8 / 1
Non-Contributor / 0
F 3.11.7 / Scoring Financial Offers
The score for financial offer is calculated using Formula 2 (option 1) where W1 is the points allocated to financial offer and equals 90
F 3.11.8 / This section refers to the following:
- Preferential Procurement Policy Framework Act, 2000 (Act No. 5 of 2000) as amended in 2011
- Dr Kenneth Kaunda District Supply Chain Management Policy
Preference points allocation, through the tender evaluation process, will be determined based on the Broad Based Black Economic Empowerment (B-BBEE) status level of the contributor as calculated by an accredited verification agency or auditor. The B-BBEE status level of the contributor must be included on the valid, original or certified copy of the B-BBEE certificate of the contributor that is to be submitted with bid documentation should the bidder wish to claim preference points for the specific bid.
F.3.13.1 / Tender offers will only be accepted if:
a) the tenderer has in his or her possession an original valid Tax Clearance Certificate issued by the South African Revenue Services
b) the tenderer is not in arrears for more than 3 months with municipal rates and taxes and municipal service charges;
c) the tenderer or any of its directors is not listed on the Register of Tender Defaulters in terms of the Prevention and Combating of Corrupt Activities Act of 2004 as a person prohibited from doing business with the public sector; and
d) the tenderer has not:
i) abused the Employer’s Supply Chain Management System; or
ii) failed to perform on any previous contract and has been given a written notice to this effect.
e) The tenderer has completed the Compulsory Enterprise Questionnaire and there are no conflicts of interest which may impact on the tenderer’s ability to perform the contract in the best interest of the Employer or potentially compromise the tender process.
F3.18 / The number of paper copies of the signed contract to be provided by the employer is one (1)
TENDER CONDITIONS AND INFORMATION
1. General and Special Conditions of Contract
The General Conditions of Contract (GCC) as well as Special Conditions of Contract (SCC) forming part of this set of documents will be applicable to this tender in addition to the conditions of tender. Where the GCC and SCC are in conflict with one another, the stipulations of the SCC will prevail.
2. Acceptance of Rejection of a Tender
The Municipality reserves the right to withdraw any invitation to tender and/or to re- advertise or to reject any tender or to accept a part of it. The Municipality does not bind itself to accepting the lowest tender or the tender scoring the highest points.
3. Validity Period
Bids shall remain valid for ninety (90) days after the tender closure date.
4. Cost of Tender Documents
Payment for tender documents, if specified, must be paid in cash to the Dr. Kenneth Kaunda District Municipality. These costs are non-refundable.
5. Registration on Accredited Supplier Database
It is expected of all prospective service providers who are not yet registered on the Municipality’s Accredited Supplier Database to register without delay on the prescribed forms. The Municipality reserves the right not to award tenders to prospective suppliers who are not registered on the Database.
6. Completion of Tender Documents
(a) The original tender document must be completed fully in black ink and signed by the authorized signatory to validate the tender. DECLARATIONS must be completed and signed by the authorized signatory and returned. Failure to do so will result in the disqualification of the tender.
(b) Tender documents may not be retyped. Retyped documents will result in the disqualification of the tender.
(c) The complete original tender document must be returned. Missing pages will result in the disqualification of the tender.
(d) No unauthorized alteration of this set of tender documents will be allowed. Any unauthorized alteration will disqualify the tender automatically. Any ambiguity has to be cleared with contact person for the tender before the tender closure.
7. Compulsory Documentation
7.1 Tax Clearance Certificate
(a) A valid original Tax Clearance Certificate must accompany the bid documents. If the South African Revenue Services (SARS) cannot provide a valid original Tax Clearance Certificate; the bidder must submit a letter from SARS on an original SARS letterhead that their tax matters are in order.
(b) In the case of a Consortium/Joint Venture every member must submit a separate Tax Clearance Certificate with the bid documents.
(c) If a bid is not supported by a valid original Tax Clearance Certificate, or a letter from SARS on an original SARS letterhead that states their tax matters are in order the bid will be disqualified.
8. Other Documentation
8.1 Construction Industry Development Board (CIDB) (if applicable)
When applicable, the bidder’s CIDB registration number and certificate must be included with the tender. The Municipality will verify if necessary the bidder’s CIDB registration during the evaluation process.
8.2 Municipal Rates, Taxes and Charges
(a) A certified copy or an original of the bidder’s municipal accounts (for the Municipality where the bidder pays his account) for the month preceding the tender closure date must accompany the tender documents.