ANNEXURE A: STANDARD BID DOCUMENT
SECTION A
INVITATION TO BID
YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE DEPARTMENT OF TRANSPORT
BID NUMBER: ZNB 2729/16T CLOSING DATE:05 AUGUST 2016 CLOSING TIME: 11:00
DESCRIPTION: SUPPLY OF 6 TON FORKLIFT TRUCK
The successful bidder will be required to fill in and sign a written Contract Form (SBD 7)
BID DOCUMENTS MAY BE POSTED TO:
DEPARTMENT OF TRANSPORT
BID CLOSING SECTION
ATTENTION: MR P. MOORE
PRIVATE BAG X 9043
PIETERMARITZBURG
3200
OR
DEPOSITED IN THE BID BOX SITUATED AT (STREET ADDRESS)
THE FOYER
DEPARTMENT OF TRANSPORT
172 BURGER STREET,
PIETERMARITZBURG
3201
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 24 hours a day, 7 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 OFFICER 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]
(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: TRANSPORT
Contact Person: Sandile Nkala
Tel: 033-3558975
Fax: 033-3558091
ANY ENQUIRIES REGARDING TECHNICAL INFORMATION MAY BE DIRECTED TO:
Contact Person: Mr Sizwe Ndlovu
Tel: (033) 355-0603
E-mail address:
KWAZULU-NATALBID FORMS
TABLE OF CONTENTS
PAGE
ANNEXURE A: STANDARD BIDDING DOCUMENT
SECTION A: INVITATION TO BID 1-3
SECTION B: SPECIAL INSTRUCTIONS REGARDING COMPLETION OF BID4
SECTION C: REGISTRATION ON CENTRAL SUPPLIERS DATABASE5
SECTION D: DECLARATION THAT INFORMATION ON CENTRAL SUPPLIERS6
DATABASE IS CORRECT AND UP TO DATE
SECTION E: DECLARATION OF INTEREST 7-10
SECTION F: PRICE PAGE 11-12
SECTION G: QUESTIONNAIRE REPLIES 13-17
SECTION H: OFFICIAL BRIEFING SESSION FORM18
SECTION I: TAX CLEARANCE CERTIFICATE REQUIREMENTS19
SECTION J: AUTHORITY TO SIGN A BID 20-25
SECTION K: CONDITIONS OF BID 26-27
SECTION L: SPECIAL CONDITIONS OF CONTRACT 28-30
SECTION M: SCHEDULE OF VARIATION FROM GOODS OR SERVICES31
INFORMATION
SECTION N: SCHEDULE OF ALTERNATIVE BIDS 32
SECTION O: THE NATIONAL INDUSTRIAL PARTICIPATION PROGRAMMEN/A
SECTION P: DECLARATION OF BIDDERS PAST SUPPLY CHAIN
MANAGEMENT PRACTICE 33-34
SECTION Q: CERTIFICATE OF INDEPENDENT BID DETERMINATION35-37
PREFERENCE POINTS CLAIM FORM38-43
SPECIFICATIONS44-47
ANNEXURE C: GENERAL CONDITIONS OF CONTRACT48-60
SECTION B
SPECIAL INSTRUCTIONS AND NOTICES TO BIDDERS REGARDING THE COMPLETION OF BIDDING FORMS
PLEASE NOTE THAT THIS BID IS SUBJECT TO TREASURY REGULATIONS 16A ISSUED IN TERMS OF THE PUBLIC FINANCE MANAGEMENT ACT, 1999, THE KWAZULU-NATAL SUPPLY CHAIN MANAGEMENT POLICY FRAMEWORK.
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 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.Bids submitted must be complete in all respects.
5.Bids 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 bid documents.
6.Each bid shall be addressed in accordance with the directives in the bid documents and shall 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 not contain documents relating to any bid other than that shown on the envelope. If this provision 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 envelopes are kept unopened in safe custody until the closing time of the bids. Where, however, a bid is received open, it shall be sealed. If it is received without a bid number on the envelope, it shall be opened, the bid number ascertained, the envelope sealed and the bid number written on the envelope.
8.A specific box is provided for the receipt of bids, and no bid found in any other box or elsewhere 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 and time stipulated in the bid documentation, and proof of posting will not be accepted as proof 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 bids may 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 offers should be given on a photocopy of the page in question. Clear indication thereof must be stated on the schedules attached.
SECTION C
REGISTRATION ON THE CENTRAL SUPPLIERS DATABASE
1.In terms of the National Treasury Instruction Note, all suppliers of goods and services to the State are required to register on the Central Suppliers Database.
2.Prospective suppliers should self-register on the CSD website
3.If a business is registered on the Database and it is found subsequently that false or incorrect information has been supplied, then the Department may, without prejudice to any other legal rights or remedies it may have;
3.1cancel a bid or a contract awarded to such supplier, and the supplier would become liable for any damages if a less favourable bid is accepted or less favourable arrangements are made.
4.The same principles as set out in paragraph 3 above are applicable should the supplier fail to request updating of its information on the Central Suppliers Database, relating to changed particulars or circumstances.
5.IF THE SUPPLIER IS NOT REGISTERED AT THE CLOSING TIME OF BID, THE SUPPLIER WILL BE DISQUALIFIED AT THE BID EVALUATION PROCESS.
SECTION D
DECLARATION THAT INFORMATION ON CENTRAL SUPPLIER DATABASE IS CORRECT AND UP TO DATE
(To be completed by bidder)
THIS IS TO CERTIFY THAT I (name of bidder/authorised representative)…………………………
…………...... , WHO REPRESENTS (state name of bidder)…………………………...
………......
AM AWARE OF THE CONTENTS OF THE CENTRAL SUPPLIER DATABASE WITH RESPECT TO THE BIDDER’S DETAILS AND REGISTRATION INFORMATION, AND THAT THE SAID INFORMATION IS CORRECT AND UP TO DATE AS ON THE DATE OF SUBMITTING THIS BID.
AND I AM AWARE THAT INCORRECT OR OUTDATED INFORMATION MAY BE A CAUSE FOR DISQUALIFICATION OF THIS BID FROM THE BIDDING PROCESS, AND/OR POSSIBLE CANCELLATION OF THE CONTRACT THAT MAY BE AWARDED ON THE BASIS OF THIS BID.
......
SIGNATURE OF BIDDER OR AUTHORISED REPRESENTATIVE
DATE :......
ANNEXURE B
Every question must be answered individually on this form, whether a relationship is present or not: Failure to do so will invalidate your tender/bid
SBD 4
DECLARATION OF INTEREST
- 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.
- In order to give effect to the above, the following questions must be completed and submitted with the bid.
2.1.The names of all directors / trustees / shareholders2 / members/individuals, their individual identity numbers, tax reference numbers to inserted in the table below. If applicable, employee / PERSAL numbers must be indicated in the last column.
Full Name / Position held(shareholder, director, trustee, member, individual etc.) / Identity Number / Personal Income Tax Reference Number / State Employee Number / Persal Number
If space provided is insufficient, details as specified above can be attached, however, this must be clearly indicated in this table
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.
2.2. / Full names of bidder or his or her representative:………………………………………………………………………………………………………………………………………………
2.3. / Identity Number:
…………………………………………………………………………………………………………………………………………………
2.4. / Position occupied in the Company (Director, trustee, shareholder, member)
……………………………………………………………………………………………………………………………………………………
2.5. / Registration number of company, enterprise, close corporation, partnership, agreement or trust
……..……………………………………………………………………………………………………………………………………………
2.6. / Tax reference number:
…………………………………………………………………………………………………………………………………………………
2.7. / VAT Registration number:
……………………………………………………………………………………………………………………………………………………
2.8. / Are you or any person connected with the bidder presently employed by the state? Kindly mark the applicable answer with a tick √.
If so, furnish the following particulars: / YES
NO
2.8.1. / Name of person/director/trustee/shareholder/member:
…………………………………………………………………………………………………………………………………………………
2.8.2. / Name of state institution at which you or the person connected to the bidder is employed:
…………………………………………………………………………………………………………………………………………………
2.8.3. / Position occupied in the state institution:
……………………………………………………………………………………………………………………………………………………
2.8.4. / Any other particulars:
……………………………………………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………………………………………..
……………………………………………………………………………………………………………………………………………………..
2.9 / If you or any person connected with the bidder are presently employed by the state, did you obtain the appropriate authority to undertake remunerative work outside employment in the public sector? Kindly mark the applicable answer with a tick √. / YES
NO
2.9.1 / If yes, did you attach proof of such authority to the bid document?
(Note: failure to submit proof of such authority, where applicable, may arise in the disqualification of the bid. Kindly mark the applicable answer with a tick √. / YES
NO
2.9.2 / If no, furnish reasons for non-submission of such proof:
……………………………………………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………………………………………
2.10 / Did you or your spouse, or any of the company’s directors/ trustees/ members of their spouses conduct business with the state in the previous twelve months?
Kindly mark the applicable answer with a tick √. / YES
NO
2.10.1 / If yes, furnish particulars:
……………………………………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………………………………….
………………………………………………………………………………………………………………………………………………….
2.11 / Do you, or any person connected with the bidder, have any relationship (family, friend, other) with a person employed by the state and who may be involved with the evaluation or adjudication of the bid? Kindly mark the applicable answer with a tick √. / YES
NO
2.11.1 / If yes, furnish particulars:
……………………………………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………………………………….
………………………………………………………………………………………………………………………………………………….
2.12 / Are you, or any person connected with the bidder, 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?
Kindly mark the applicable answer with a tick √. / YES
NO
2.12.1 / If yes furnish particulars.
……………………………………………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………………………………………
2.13 / Do you or any of the directors / trustees / shareholders / members of the company have any interest in any other related companies whether or not they are bidding for this contract? Kindly mark the applicable answer with a tick √. / YES
NO
2.13.1 / If yes, furnish particulars.
………………………………………………………………………………………………………………………………………………
………………………………………………………………………………………………………………………………………………
………………………………………………………………………………………………………………………………………………
2.13.2 / Have you or any of the directors / trustees / shareholders / members of the company or the company in general provided any gifts, rewards, awards, sponsorships, donations or hospitality to the department or any of its employees or their family in the last 12 months?
Kindly mark the applicable answer with a tick √. / YES
NO
2.13.3 / If yes, furnish particulars, including estimated value.
……………………………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………………………
3. / DECLARATION
I, THE UNDERSIGNED
(NAME)______
CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2 AND 3 ABOVE IS CORRECT, AND I HAVE TAKEN REASONABLE DILIGENT STEPS (AS REQUIRED BY S76 OF THE COMPANIES ACT, 2011, WHERE APPLICABLE), TO ENSURE THAT THE INFORMATION PROVIDED IS CORRECT.
I ACCEPT THAT THE STATE MAY REJECT THE BID OR ACT AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.
NAME OF BIDDER:______
POSITION:______
SIGNATURE:______
DATE:______
1
SECTION F
SBD 3.2
PRICING SCHEDULE – NON-FIRM PRICES
(PURCHASES)
NAME OF BIDDER: …………………………………………………………BID NO.: ZNB 2729/16 TCLOSING TIME 11:00 CLOSING DATE…………………………...
OFFER TO BE VALID FOR …………DAYS FROM THE CLOSING DATE OF BID.
OFFER (Prices must include VAT)Full price including V.A.T - for each unit / R
Full price (in words) including V.A.T – for each unit
Cost of optional 2000h/ 2year full maintenance service. / R per unit
Delivered to
SIGNED :
Firm :
P.O. Box :
Post Office :
Address :
Telephone No. :
Fax No. :
Date :
Bidders must include a warranty of not less than 12 month in the bid price and must be able to undertake any warranty repairs themselves
PRICES SUBJECT TO RATE OF EXCHANGE VARIATIONS
1.Please furnish full particulars of your financial institution, state the currencies used in the conversion of the prices of the items to South African currency, which portion of the price is subject to rate of exchange variations and the amounts remitted abroad.
PARTICULARS OF FINANCIAL INSTITUTION / ITEM NO / PRICE / CURRENCY / RATE / PORTION OF PRICE SUBJECT TO ROE / AMOUNT IN FOREIGN CURRENCY REMITTED ABROADZAR=
ZAR=
ZAR=
ZAR=
ZAR=
ZAR=
2.Adjustments for rate of exchange variations during the contract period will be calculated by using the average monthly exchange rates as issued by your commercial bank for the periods indicated hereunder: (Proof from bank required)
AVERAGE MONTHLY EXCHANGE RATES FOR THE PERIOD: / DATE DOCUMENTATION MUST BE SUBMITTED TO THIS OFFICE / DATE FROM WHICH NEW CALCULATED PRICES WILL BECOME EFFECTIVE / DATE UNTIL WHICH NEW CALCULATED PRICE WILL BE EFFECTIVE...... …......
NAME OF BIDDERSIGNATUREDATE
1
QUESTIONNAIRE
6 TON FORKLIFT TRUCK
In accordance with the invitation to bid and subject to the conditions of this bid, I/we, the undersigned, offer to supply at the prices stated:
NUMBER OFFEREDMAKE
MODEL
COUNTRY OF ORIGIN
1. MASS
1.1 Basic (no load)
1.2 Total (full load)
1.3 Mass on front wheels (no load)
1.4 Mass on rear wheels (no load)
1.5 Mass on front wheels (full load)
1.6 Mass on rear wheels (full load)
2. ENGINE
2.1Make
2.2Model
2.3Type
2.4Maximum rated power / kW at rpm
2.5Maximum rated torque / Nm at rpm
2.6Give details of the provision against the theft of batteries
2.7 Oil Filter : Make
Model
Type
2.8 Hydraulic Filter : Make
Model
Type
2.9 Fuel Filter : Make
Model
Type
2.10 Where is the engine hour meter fitted?
2.11 Is the engine stopped by the ignition key?
2.12 Is a UDF filter fitted?
2.13 Is the engine emission compliant with EU Stage II for nonroad engines? Proof must be submitted.
2.14 Can the machine offered run permanently on standard grade diesel (500ppm sulphur) without adverse consequences?
3. TRANSMISSION
3.1 Make
3.2 Model
3.3 Type
3.4 Is the transmission full power shift?
3.5 Number of forward speeds?
3.6 Number of reverse speeds?
3.7 Speed in forward gear at maximum
governed engine rpm
3.8 Speed in reverse gear at maximum governed
engine rpm
3.9 Is there over-speed protection?
3.9 Is there an over-speed alarm?
3.10 Does the machine have an automatic
reverse buzzer?
3.11 Gradeability: Full load.
Unloaded
4. TYRES
4.1 What is the size of the tyres?
4.2 Are the tyres available locally?
5. CAB
5.1 Does the cab only accommodate the driver?
5.2 Is the seat weight adjustable?
5.2 Can the machine be operated if the driver is
not on the seat?
5.3 Does the seat have a seatbelt?
5.4 Is the floor of the cab rubberized?
5.5 Are the controls within the cab?
5.6 Are there access steps to enter and exit the
cab?
5.7 Provide details of how the cab is isolated from vibration and noise.
5.8 What gauges and warning lights are fitted?
6. OVERHEAD GUARD
6.1 Does the overhead guard meet ISO 6055?
6.2 What is the rated load that the guard can withstand?
6.3 Does the overhead guard have a see-
through water proof cover?
7. FORKS
7.1 What type of forks are fitted on the machine?
7.2 Is the machine fitted with integral side shift forks?
7.3 What is the minimum fork spread? (Outside dimension) / mm
What is the maximum fork spread? (Outside dimension.) / mm
7.4 What is used to secure the forks after they
have been adjusted?
7.5 What is the length of the forks?
7.6 Are the tips of the forks visible to the driver when seated?
7.7 Can the forks be operated when the
engine is not running?
7.8 Are the forks removable?
8. MAST
8.1 Model
8.2 Type
8.3 Maximum tilt forwards. / degrees
backwards / degrees
8.4 What is the maximum fork lift height?
8.5 Is there a load back rest?
8.6 What is the backrest height?
8.7 To what height does the mast carry a load
of 3 000kg at 500mm load center?
8.8 Are the forks slowed as they approach the ground?
If so, how?
9. SAFETY
9.1 Does the lift truck comply with ISO 1074?
9.2 Does the lift truck comply with ISO 3691?
9.3 What type of parking brake is fitted?
9.4 What type of anti-roll over device is fitted to the rear axle?
9.5 Is a neutral start safety device fitted?
9.6 Is a lift lock fitted to prevent the load dropping when the engine is switched off?
10. GENERAL (1)
10.1 Is full power steering fitted?
10.2 Is the lighting on the machine compliant with the Road Traffic and Road Transport Legislation?
10.3 Is a rotating orange light fitted?
10.4 What tools are supplied with the forklift?
10.5 Are electronic components waterproofed so that the forklift can be washed by high pressure cleaner?
11. DEMONSTRATION
11.1 Has the machine been demonstrated as
required?
11.2 When was it demonstrated?
11.3 Where was it demonstrated?
11.4 To whom was it demonstrated?
12. INSPECTION
12.1 Is it necessary for the product to be
inspected outside KwaZulu-Natal?
12.2 If so, what mode of transport is offered?
13. GENERAL (2)
13.1 Are full particulars and illustrations furnished?
13.2 Will spare parts be stocked in KwaZulu-Natal?
13.3 If so, by whom? (List separately if necessary)
13.4 Are service facilities available in KwaZulu-Natal? and where?
13.5 What services are included in the tender price?
13.6 Will spares lists and operator instructions be supplied as per specification?
13.7 Are spares parts lists available?
13.8 In what form? (books, CD, etc.)
13.9 How frequently are they updated?
13.10 Will the workshop repair manual be supplied with the machine?
13.11 What colour is the machine painted?
13.12 What is the warranty on the machine?
SECTION H