Kwazulu-Natal Department of Arts and Culture

KWAZULU-NATAL DEPARTMENT OF ARTS AND CULTURE

BID NO. DAC004/1617

SUPPLY AND ERECTION OF MODULAR STRUCTURES TO HOUSE PUBLIC LIBRARIES

SITE 1 / SITE 2 / SITE 3
KWASITHEBE (MANDENI) / KWESAKWAMTHETHWA (KWAMBONAMBI / CHWEZI (NKANDLA)

NAME OF COMPANY:______

CENTRAL SUPPLIERS DATABASE No:______

BID PRICE IN RSA CURRENCY......

(ALL APPLICABLE TAXES INCLUDED)

AMOUNT IN WORDS......

CLOSING DATE FOR SUBMISSION OF BIDS / CLOSING TIME FOR SUBMISSION OF BIDS
17 OCTOBER 2016 / 12H00 [NOON]

NB: Compulsory briefing meetings will be held as follows:

Date and time / VENUE / Address/Directions / Purpose of meeting
03 October 2016 at 10h00 / Table Mountain [Emaqongqo] in the eMkhambathini Local Municipality / Table Mountain [Emaqongqo] in the eMkhambathini Local Municipality / To view an existing model structure
05 October 2016 at 10h00 / KWASITHEBE (MANDENI) / The meeting point will be next to Lindayiphi Primary School / To brief intending bidders on specifications and also view the site
05 October 2016 at 14h00 / KWESAKWAMTHETHWA (KWAMBONAMBI) / The meeting point will be next to Mbabe Primary School, Ward 8 / To brief intending bidders on specifications and also view the site
06 October 2016 at 10h00 / CHWEZI (NKANDLA) / The meeting point will be next to Chwezi Clinic, Ward 1 / To brief intending bidders on specifications and also view the site

TABLE OF CONTENTSPAGE

SBD 1 SECTION A – INVITATION TO BID:PAGE 2

SPECIFICATIONS:PAGE 5

TECHNICAL DRAWING:PAGE 8

EVALUATION CRITERIA:PAGE 9

SBD 2 TAX CLEARANCE CERTIFICATE REQUIREMENTS:PAGE 11

SBD 3 SPECIAL INSTRUCTIONS AND NOTICES TO BIDDERS:PAGE 12

SBD 4 DECLARATION OF INTEREST:PAGE13

SBD 6.1 PREFERENCE POINTS CLAIMS FORM:PAGE 17

SBD 8 : DECLARATION OF BIDDER’S PAST SCM PRACTICES:PAGE 22

SBD 9 DECLARATION OF INDEPENDENT BID DETERMINATION:PAGE 24

SBD 10 OFFICIAL BRIEFING SESSION/SITE INSPECTION CERTIFICATE:PAGE 27

SBD 11 AUTHORITY TO SIGN A BID: PAGE 31

ANNEXURE A: GENERAL CONDITIONS OF CONTRACT:PAGE 39

SBD 1

ANNEXURE A: STANDARD BID DOCUMENTATION

SECTION A

INVITATION TO BID

YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE

DEPARTMENT OF ARTS AND CULTURE

BID NUMBER: DAC004/1617

CLOSING DATE:17 OCTOBER 2016

CLOSING TIME:12:00

DESCRIPTION: SUPPLY AND ERECTION OF MODULAR STRUCTURES TO HOUS PUBLIC LIBRARIES AT

KWASITHEBE (MANDENI)
KWESAKAMTHETHWA (KWAMBONAMBI)
CHWEZI (NKANDLA)

CONTRACT PERIOD: 6 TO 8 WEEKS

VALIDITY PERIOD: 90 DAYSCALENDAR DAYS FROM CLOSING DATE

CENTRAL SUPPLIERS DATABASE REGISTRATION NO(CSD) .:......

Bids should be delivered to the following address:

222 Jabu Ndlovu Street

Department of Arts And Culture

Heritage House

Pietermaritzburg

3201

The bid box is generally accessible from 07h00 to 17h00 on Monday to Friday.

Bidders should ensure that bids are delivered timeously to the correct address. If the bid is late, it will not be accepted for consideration.

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 NUMBER: CODE:...... NUMBER:......

CELLPHONE NUMBER: ......

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

E-MAIL ADDRESS: ......

VAT REGISTRATION NUMBER : ......

HAS AN ORIGINAL AND VALID TAX CLEARANCE CERTIFICATE BEEN SUBMITTED OR ONE-TIME PIN PROVIDED? (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? [TICK APPLICABLE BOX]

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

…….…………….…………………………...... ……...... 

A VERIFICATION AGENCY ACCREDITED BY THE SOUTH AFRICAN 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)

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:

……………………………………………………………......

ANY ENQUIRIES REGARDING THE BIDDING PROCEDURE MAY BE DIRECTED TO:

Department: ARTS AND CULTURE

Contact Person:MR B.R. DUBE

Tel:033 264 3491

E-mailaddress:

ANY ENQUIRIES REGARDING TECHNICAL INFORMATION MAY BE DIRECTED TO:

Department: ARTS AND CULTURE

Contact Person:MRS K. JANSE VAN RENSBURG

Tel:033 341 3004

E-mail address:

SPECIFICATIONS FOR THREE [3] MOVABLE MODULAR STRUCTURES TO HOUSE PUBLIC LIBRARIES)

The Department of Arts and Culture is planning to introduce modular libraries as an alternative to fast track access to library services to communities. Agreement accredited service providers are invited for the supply and installation of modular libraries in each of the following area

KWASTHEBE (MANDENI)
CHWEZI (NKANDLA)
KWESAKAMTHETHWA (KWAMBONAMBI)

The structure and all material used should be SABS approved.

DRAWINGS

Please find technical drawings of each of the proposed modular structures on page 8.

No. / Description/ specification: / QTY
Req. / Unit
Price / Total Price
1 / SIZE:
204 square meters
2 / LAYOUT:
156 square meter open plan library area
8.75 square meter kitchenette/work room (2.5m X 3.5m)
7.5 square meter office (2.5m X 3m)
6.25 square meter paraplegic toilet (2.5m X 2.5m)
3.75 square meter toilet (2.5m X 1.5m) X 2
18 square meter passage (12m X 1.5m) separating the toilets, kitchenette/work room and office from the main open plan library area / 1
3 / FOUNDATION:
Concrete plinths or similar which are covered by surrounding apron / 1
4 / ENTRANCE:
Steps and paraplegic ramp with hand rails / 1
5 / FLOORING:
Easy to clean, non-slip rubberised flooring / 1
6 / WALL PANELS:
Insulated chromadec wall panels / 1
7 / NOTICE BOARD:
2m X 1.5m fitted notice board in open plan library area next to entrance doors / 1
8 / ROOF:
Double pitched galvanised steel sheets Ceiling Gutters and downpipes around the structure pouring water into a 5,000 litre capacity water tank (Jojo or equivalent) which is connected to the ablutions and kitchenette / 1
9 / WINDOWS:
9 aluminium windows (900mm X 1200mm) for
main libraryarea (8) and kitchenette/work
room (1), fittedwithburglarguards and vertical
fabric window blinds, 3aluminium windows
(360mm X 535mm) for thetoilets, fitted with
burglarguards and vertical fabricwindow
blinds / 1
10 / DOORS:
6 chromadek internal lockable doors for each
of thethreetoilets, kitchenette/work room,
office and passage
1 entrance door (1800mm X 2040mm) with
Retractable security gate / 1
11 / VERANDA:
Roof sheeting over outside entrance area / 1
12 / AIR CONDITIONING:
4 X 24,000 BTU split units heating and cooling
air-conditioners / 1
13 / ELECTRICAL:
Distribution board, earth leakage, 12 double
Fluorescentlights, 7 light switches, 4
dedicated plugpoints for air conditionersand
4 external lights, Plugpoints (16) asfollows:
7 double plug points in the main library area for
publiccomputer terminals
2 plug points in the kitchenette/work room
2 plug points in the office
1 plug point in the passage
4 plug points in the reception area / 1
14 / ABLUTION:
2 single toilets (Male and female) with ceramic
bowl,cisternand hand basin , plastic toilet
seat, brasstaps, toilet paperholder, extractor
fan;
1 paraplegic toilet with set of on and off hand railslowered toilet seat and cistern, lowered paraplegic hand basin brass taps, Toilet paper holder, extractor fan, Electric hand dryer in the passage / 1
15 / KITCHENETTE:
Fitted work area with white melamine
cupboards andone 3 drawer unit underneath / 1
16 / WORK ROOM:
Single stainless steel sink with brass taps
Fitted fire extinguisher / 1
17 / LANDSCAPING:
Tarmac driveway apron around the structure as follows:
3 meters in front of structure to accommodate parking
2.5 meters at back of structure to accommodate water tank1.5 meters on sides of structure / 1
18 / FENCING:
Galvanised palisade fencing (site perimeter of
338 square meters) with a pedestrian and
vehicle gate
Fencing to be installed where the tarmac ends / 1
19 / BRANDING:
17 meter X 2.4 meter flex face with full colour
graphic andUV on galvanised channel frame,
tensioned with J-bolts anddecorative front
cover and 3mm hula bondto hide mounting
system works (Side of structure) 6 meter X 2
meter librarysignage decal branding in full
colour – wording to be provided
(Front entrance to right of door) / 1
NB COMPULSORY:
The price must include: Site clearance, soil treatment (for white ants etc.), supply and installation of the modular library structure, electrical connection, sewage and water plan (including septic tank if required) and compliance certificates.
The structure and all material used should be SABS approved.
SUMMARY OF PRICES AS PER BELOW ADDRESSES:
DELIVERY ADDRESSES 1:
KWASITHEBE (MANDINI) / SUB – TOTAL
(Inclusive of VAT)
DELIVERY ADDRESSES 2:
KWASAKAMTHETHWA (KWAMBONAMBI)
DELIVERY ADDRESSES 3:
CHWEZI (NKANDLA) / SUB – TOTAL
(Inclusive of VAT)
SUB – TOTAL
(Inclusive of VAT)
TOTAL

I ...... as the authorised signatory

[FULL NAME]

Of...... hereby confirm that [BIDDER]

The prices listed above are firm and correct

SIGNATURE: ...... DATE:......

EVALUATION CRITERIA

All bids received will be subject to the following evaluation criteria:

ADMINISTRATIVE STATUTORY COMPLIANCE – compliance with minimum bidding requirements, e.g. Registration on CSD, valid SARS Tax Certificate or PIN.

FUNCTIONALITY

The first stage of evaluation is functionality. This criterion is intended to ascertain the competence of the bidder to undertake the proposed project. The table below depicts the elements of functionality, description and applicable weightings. Bidders must score a minimum of 60% for functionality. If successful with the first stage bidders will move to the second stage, which is the assessment and evaluation of bidders in terms of the 90/10 preferential points system. Points scored for functionality will not be added to points scored for price. Bidders who do not pass the first stage, i.e. who fail to obtain a minimum of 60% forfunctionality, will not move to the second stage.

NOTE: For purposes of comparison and in order to ensure a meaningful evaluation, bidders must submit detailed information in substantiation of compliance to the evaluation criteria mentioned.

ELEMENT / MARK / INFORMATION FORMAT
Relevant Experience / 30%
[5 points per successful project] / Maximum of six(6) projects

Copies of Purchase Orders OR Letters of Awards

Past Performance / 10% /

Letters of reference from past performance. (2 points each)

Resources and technical skills / 30%
[5]
[5]
[10]
[10] / Key personnel CV’s
Organogram for the project
Proof of financial capability [Provision of collaterals]
Relevant materials & equipment (submission or proof of a manufacturer or a letter from the manufacturer)
Methodology / 30%
[10]
[10]
[10] / Program of works e.g. Gantt chart highlighting activities, duration etc.
Division of works into subcontracts
Innovative procedures to be used

SCHEDULE OF PROJECTS

DATE / TYPE OF PROJECTS / VALUE / ORGANIZATION / ORDER NO / CONTACT PERSON

PRICE AND PREFERENCE POINTS ALLOCATION

The price is the sum that the department would be required to pay to the bidder for the work or service provided. The direct 90/10 preference point system will be used in the valuation of the bid, where 90 will be allocated to price and 10 for socio-economic objectives. Revised PPPFA regulations will be applied. The table below depicts the B-BBEE status level contributor and its applicable points per category.

B-BBEE Status Level of Contributor / Number of points
(90/10 system)
1 / 10
2 / 9
3 / 8
4 / 5
5 / 4
6 / 3
7 / 2
8 / 1
Non-compliant contributor / 0

SBD 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.

In order to meet this requirement bidders are required to complete in full the attached form TCC 001 “Application for a Tax Clearance 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.

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.

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.

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

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

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

SBD 3

SECTION C

SPECIAL INSTRUCTIONS AND NOTICES TO BIDDERS REGARDING THE

COMPLETION OF BIDDING FORMS

PLEASE NOTE THAT THIS BID IS SUBJECT TO TREASURY REGULATIONS 16A ISSUEDIN TERMS OF THE PUBLIC FINANCE MANAGEMENT ACT, 1999, THE KWAZULU-NATALSUPPLY CHAIN MANAGEMENT POLICY FRAMEWORK AND THE GENERAL CONDITIONSOF CONTRACT.

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

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

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

4.Bids submitted must be complete in all respects.

5. Bids shall be lodged at the address indicated not later than the closing time specified fortheir receipt, and in accordance with the directives in the bid documents.

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

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

8. A specific box is provided for the receipt of bids, and no bid found in any other box orelsewhere subsequent to the closing date and time of bid will be considered.

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

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

11. Bidding documents must not be included in packages containing samples. Such bidsmay be rejected as being invalid.

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

13. Use of correcting fluid is prohibited.

14. Bids will be opened in public as soon as practicable after the closing time of bid.

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

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

SBD 4

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:

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

2.4Tax Reference Number:

………………………………………………………………………………………

2.5VAT 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